Summary of Questions

posed at the 11/10/03 Information Session on Race Conscious Programs

This summary was prepared from notes. It is not offered as a verbatim transcript, but as a summary and paraphrase of the gist of the question/comment and Dr. McNamee’s response. While we have made an attempt to retain the integrity of the questions, we may not have hit the mark exactly. If you posed one of these questions and feel that we have not done it justice by the summary statement below, let us know. Send an email to hyerp@vt.edu. (We would prefer to hear from the person who actually asked the question since this report should reflect their thoughts.)

Further comments or questions may be shared with university administration by sending a note to hyerp@vt.edu and bdixon@vt.edu. You may also voice opinions or ask questions of the Commission on Equal Opportunity and Diversity, c/o Edd Sewell, esewell@vt.edu.

Q: Would like more information on admissions strategies. Gateway event for underrepresented students has been canceled. That was an effective strategy to increase the yield of students from these groups. Also fee-waived applications for underrepresented students have been eliminated, but not eliminated for Corps of Cadets. This sends a message about what kind of students we are looking for at Tech.

A: We will be looking at other strategies for events such as Gateway – may do a focus on particular high schools or region of the state in order to concentrate event on underrepresented students, but expect that these would not be limited to prospective students from one race/ethnicity group, rather open to all. We are also hoping to involve our alumni groups in the effort. Still looking at ways to encourage applications from underrepresented students without fee waivers. The university may work through high school counselors to provide fee-waivers for low-income students where the fee would be a barrier to application. Several of the strategies we have been considering are more complicated by the on-line application process managed by an outside vendor (requires a credit card number for submission). Fee waiver for the Corps of Cadets is not based on race/ethnicity so was not under scrutiny. However, I hear the concern that you are expressing about unintended messages. This forum allows us an opportunity to hear about collateral issues that we have not yet addressed or considered.

Q: What plans are there for recruiting students from low-income families? Are we willing to look past GPA/SAT since these have inherent bias?

A: The university admissions process is not a mechanical process that only looks at GPA and SAT scores. The university depends on the judgments of admissions professionals. Admissions officers know the differences in high schools and understand that applications from a particular region may reflect prospective students from lower-income families with fewer educational advantages. Admissions staff look for what courses students have taken and how they have done in those courses given the high school environment. Have the students taken the most rigorous courses available to them at their school? They have developed a good sense about what makes students successful at VT. We have reaffirmed our “whole file” review of applicants and that has been approved by the Attorney General.

Q: Address recruitment and retention strategies for faculty. Can the university continue to consider gender/race/ethnicity in their decision making in faculty selections?

A: We reviewed our faculty search guidelines last spring. Race/ethnicity/gender are not part of the decision making process in the guidelines. Responsibility for searches is in the hands of faculty who are in a position to look at the whole person. The faculty members making judgments must understand the full range of talents we are looking for in faculty members and graduate students, and can weigh all of the issues without considering race/ethnicity or gender as a factor. Every department wants to improve its academic and research programs. An outstanding faculty member is a complex person; search teams must look at many factors in determining who they are.

Ben Dixon added: Search committees have been urged to find talent by casting the broadest net possible.

Provost continued: In a 21th century university, excellence and diversity go hand-in-hand. If we don’t recruit a diverse faculty we will not be moving forward to become a top-tier university.

Q: Disjuncture between principle of programs open to all and the goal of social justice and recognition of inherent inequalities. Will white students end up being the primary beneficiaries of programs previously targeted to serve underrepresented groups?

A: Every student at the university, regardless of their race/ethnicity benefits from diversity. All students want to gain the advantage of being able to be successful in a diverse environment in order to be successful in a diverse business and industry environment. The university is not providing benefits designed for white students at the expense of other students. As a university we must understand that different types of programs serve differing student needs.

Q: We have had an exodus of black faculty and staff; MAOP has been attacked and programs have been opened to everyone. Seems like this committee went on a seek-and-destroy mission since nothing has come from it to benefit people of color.

A: I am disappointed that the perception is that this review is having such a negative impact on certain members of our community. It was certainly not the intention, and I hope that it will not be the outcome. We need to find ways to continue to demonstrate that the leadership of the university is committed to furthering diversity at VT. The ways in which we create a diverse environment are going to be different now than they were two years ago, due to the changing legal environment. We are seeking to make Virginia Tech a leader in this new environment. The university is going to have to do more things for more people and not fewer things for fewer people.

Q: Have we attempted to measure the negative impact of recent events and these decisions on students of African descent? How do we determine actual impact? How many students have been or will be affected by program/scholarship changes?

A: The most important set of programs for attracting a diverse student body is undergraduate admissions. Our recommendation in that area is to continue using race/ethnicity as one of many factors considered in making admissions decisions. The Supreme Court has upheld our recommendation. We have work to do to be more successful in attracting and retaining more minority students.

Ben Dixon added: We will conduct research as a university on the effect of decisions related to diversity on the campus community.

Q: Why are we responding to the Center for Equal Opportunity? We should have nothing to do with this organization.

A: Let me clarify that we have had NO direct contact with the Center for Equal Opportunity. The Center for Equal Opportunity filed a complaint with the federal Department of Education - Office for Civil Rights (DOE-OCR) against Virginia Tech (see their website for the complaint). DOE-OCR is investigating, as they are required to do, and we are responding to DOE-OCR, not the Center for Equal Opportunity.

Q: How are we combating the negative external perceptions of Tech? Especially faculty leaving because of the Board’s decisions last year?

A: With every person who has left, there is a story and usually a very complex one. Budget reductions and competition from other universities have also had a significant impact. I have been asking the deans to take steps to determine what are the factors for those who have left or are considering leaving. We have made many efforts over the last year to retain faculty members. We have been successful in some cases, but certainly not all. In terms of dealing with negative perceptions, what we have tried to do is to be very open in identifying and addressing these issues thoroughly and completely. We are trying to demonstrate that the university can have an open discussion about these issues. While the university cannot make up the rules, we can try to educate, understand the social dynamics and adapt. Virginia Tech can emerge as a leader in this field.

Q: How can you reprogram students to feel comfortable with applying for programs that try to meet the needs of underrepresented students when they are socially programmed to believe that these programs are not meant for them?

A: You and others can help us understand what it would take to make students comfortable and successful. Virginia Tech has a variety of programs to meet student needs. I would like to believe that we have a whole set of advising programs for example, meeting the varied needs of students. Within that framework we can be responsive to specific students.

Ben Dixon added: Exposing students to a diverse environment is what is needed to overcome these types of perceptions.

Q: Have you examined policies that are race neutral but have a differential impact on minorities? Legacy admissions, for example. Is it possible to treat alumni of VSU as alumni of VT as a way to counterbalance historic imbalance of whites among VT alums? Wanted to know what is being done to increase diversity in the university’s administration.

A: Ben Dixon responded: These are the kinds of ideas we want to see come forward. I hope that you will submit that suggestion. We are committed to an open search process. We are hopeful that our efforts will result in a diverse pool of applicants and diverse leading candidates. Conducting one search at a time, it is difficult to predict the outcome. Hope that you and others will help identify candidates for senior positions when they come open. Progress requires sustained efforts over time. We have made progress in increasing the number of female deans. The standard in the end will be results and the campus community will be looking for results. We ask for your help in identifying top candidates.

Q: A vast number of services at VT serve only white students or males. Many minority programs exist because students of color feel unwelcome.

A: Any program restricted to white students would also be patently illegal. Programs that make minority students feel unwelcome would also violate the stated principle of our review. If these types of program exist please bring them to our attention. The university wants to make sure that all students feel welcome.

Q: Urge the university to not move too quickly to decide that “race neutrality” is the only way to proceed following the Michigan decision. Supreme Court confirmed that there IS a compelling state interest in diversity that could lead to race-conscious decisions. Will we review those departments and programs that should have race-conscious programs, but do not currently? Dismayed that presentation showed FEWER race-conscious programs than may really be needed. When we consider the standard for success for admissions, it should not be grades perhaps, but rather the graduation of someone who will have an impact on the Commonwealth when they leave the university and over their lifetime.

A: From the admissions office perspective, success is the ability to get through the first year. Their judgments are respectful of the land grant mission.

Q: I commend this open forum. I have two concerns. First, instead of limiting the definition of diversity to race and ethnicity, it should include people who bring an open mind. The essay question on the Virginia Tech application is optional. Maybe it should not be. Second, I am concerned about removing obvious problem programs before solutions are in place. An entire generation may be left out before their needs can be addressed.

A: Admissions is considering the possible use of an essay that would address a very broad definition of diversity. Our review process has allowed us to move as quickly as we can in modifying our programs. We want to be creative and have some degree of comfort in designing alternatives to be sure they would survive legal challenge. Don’t want to leave our programs open to challenge and therefore in limbo, possibly for years. The programs affected are a small number and affect only a small number of students. Most programs are still in place and only need minor modifications to bring them in line.

Ben Dixon added: Presidential Campus Enrichment Grant uses an essay which requires applicants to talk about their involvement in diversity, but does not define those activities as race-specific. Guidelines allow for a very inclusive understanding of diversity when choosing those who will receive these scholarships. Has worked well.

Q: Ability of students to transfer their MAOP scholarships to colleges that are not participating in MAOP (i.e. Business, Engineering)

A: The MAOP program has been moved centrally into the university administration. We will look for ways to expand the program to other colleges. All colleges of the university have benefited from MAOP. Some colleges that do not participate in MAOP have other programs in place that meet similar objectives to those of the MAOP program. [At present the language of the appropriations act authorizes MAOP scholarships, fellowships, and internships for students in six of the eight colleges. We plan to request a change in that language.]

Q: Concern that we are moving backwards in readopting the control of faculty over search process. This was singularly unsuccessful in the past in hiring a diverse faculty.

A: May have overstated faculty role in search process because of my own background as a faculty member. The senior manager, usually the Dean continues to have final authority in making hiring decision with input from the faculty. I think it is critical that faculty are committed to attracting a diverse group of new members. I expect them to be concerned about competitiveness of the faculty, and diversity is clearly a part of their competitiveness. Search committee members must understand the university strategic plan and the role of diversity in that plan.

Q: Why do more minority students decline offers to VT? What was the concern about the Gateway program?

A: We need more research on this and plan to work on this. Need to focus our attention on students who have been admitted and who are undecided, and convince them to attend. The timing of the decision to cancel the Gateway program last spring was made in a time of uncertainty about the legal status of such programs. The specific concern about Gateway was that there appeared to be a financial benefit to participants solely on the basis of race/ethnicity. We hope to design something that will work well in increasing the number of underrepresented students who do in fact enroll at VT.

Q: It is very disappointing to see VT take this interpretation of affirmative action and assume that all programs must be open to all students. Programs that serve students of color are part of the reason that students of color would come to a predominantly white university. How will we convince them that support networks are in place now that programs have been white washed?

A: It is helpful to us to learn from your experiences as a graduate student here on how we can be successful. Virginia Tech has much to offer any student who comes here. The university will be more successful if we can attract more minority students who feel they can benefit and contribute to the university. We have improvement to make and can benefit from your input.

Q: Virginia Tech is striving for diversity but how do we know when we have achieved it?

A: This is a question that no one on the national scene wants to answer since using numbers is often interpreted as quotas, even when they are not intended to be. But Virginia Tech is so far from any appropriate level of representation that MORE can certainly be our target for a long time to come. We want to keep moving forward in attracting more students to come here.

Ben Dixon added: Diversity is a moving target as the population shifts. Dialogue on goals and strategies must be on-going and we must keep pace.

Q: I came back as a Ph.D. student because of the support I received from MAOP while I was an undergraduate. It is a program that students across the country consider important. Would like a list of programs that have been discontinued and the rationale for doing so. [This list will be put up on the Provost’s Forum web site.] How will the university emphasize its commitment to diversity at the graduate level?

A: We are working very hard at supporting MAOP so it will continue to have an important impact on the lives of underrepresented students and on the university as a whole. In graduate admissions, the graduate admissions process is an individualized review at the department level primarily that does not include consideration of race or ethnicity. Graduate students have many opportunities through their undergraduate program, the applications process, and personal interviews to provide information for faculty members to make good recommendations about who to accept as graduate students. The university recognizes that the most successful graduate programs will be those that are diverse. We have work to do as a university in increasing graduate student diversity.

Q: We set goals concerning top-30 status. We need to have achievable goals in this area too. I am a new student here. I want to graduate from Virginia Tech, but did not realize that we have all of these race issues. Why didn’t we decide to fight this earlier? Too much talk, where is the action?

A: Although we do not set diversity targets, we do benchmark our progress in many areas including diversity and, in this area, we have a long way to go even among our peers. This has been a difficult and complex situation for VT. Can either discuss it openly, or run away from the reality we are facing. We are all part of the discussion. May not always be a pretty picture as we are going through this. This forum is a moment in time to hear about where things are at as of this fall, and for the Board and administration to hear from the campus community. This is an opportunity for you to participate in these deliberations. We need to look at each other with respect and know that we are working through this as thoughtfully as we can. Hopefully this will represent an opportunity for growth for the campus community, not loss.

Q: Is the decision to withhold race-conscious privately funded scholarships in conflict with the decision to continue federally-funded aid that is race conscious?

A: These are both areas in which we have requested legal advice. It is likely that the use of race/ethnicity in private scholarships will not meet the legal test of a compelling state interest. Therefore, it is prudent for the university to anticipate working with our donors to broaden the criteria in a way that meets the objectives of the donor. The university has not rejected these types of scholarships. We have merely suspended the use of race/ethnicity until we have clarification. The university is expecting the federal government to take a leadership role in providing guidance in this area. In the area of federal grants, the Attorney General’s Office has deferred to the federal government and allowed the university to continue to administer federal grants using the criteria they specify so that we are fulfilling the terms of the grant itself. We expect that the federal government will have to revisit those programs that serve underrepresented groups exclusively. The following questions were submitted on cards and not addressed at the forum for lack of time:

Q. Should we expect that the university will follow-up its review of race-conscious programs with a review of gender-conscious, religion-conscious, sexual orientation- conscious, political orientation-conscious, etc. programs?

A: The scope of this review was determined by the changing legal environment surrounding the use of race/ethnicity in university admissions and other programs. We do not anticipate a similar review of other types of programs. The university’s stated policy is that we do not discriminate against employees, students, or applicants on the basis of race, sex, disability, age, veteran status, national origin, religion, political affiliation, or sexual orientation.

Q: Throughout the presentation, presenters have stated that they are interested in feedback and suggestions from students, faculty and staff in regards to university policy. Why does this request for input come after the university administration has made key and damaging decisions?

A: Program managers and others working closely with programs under review were involved in developing recommendations for changes. The narrow tailoring committee of the Board of Visitors included the undergraduate and graduate student representatives to the Board and the Faculty Senate president. They have been active participants in the Board’s process. While not all aspects of the review process could be made as open as we might have wished, we have tried to forthcoming about the outcomes, laying the groundwork for more campus community involvement in the future of diversity-related programs. The Commission on Equal Opportunity and Diversity is a logical and appropriate entity for continued involvement and consultation on these issues. It has very broad faculty, staff, and student representation. The Commission began meeting this fall. To get a list of members, contact the Office of Multicultural Affairs. Their minutes are available at www.governance.vt.edu. Concerns can be addressed to the commission or to those providing leadership for various programs.

Q: The German Club will only accept men. When will the university investigate it and other white-majority organizations that restrict non-whites and non-females?

A: The German Club is a fraternal organization, which does not currently admit women. The university does not control the membership of this private organization any more than it controls the membership of other fraternities. Fraternities (and sororities) are exempt from Title IX and may restrict their membership to one gender. The German Club is open to students of any race.

Q: Is the university going to investigate and disband student organizations that serve particular racial/ethnic groups, like the Black Student Alliance?

A: No, student organizations are not under review and are not affected by this process.

Q. Please provide an example of the appropriate use of race/ethnicity in university programs.

A: There are many good examples of programs that benefit diverse groups of students and minorities specifically. In the internal review, 50 of the identified programs with a race or ethnicity conscious aspect appeared to be legally permissible. Just a few examples of these programs follows:

Phonathon Follow-up: Minority applicants who have been offered admission are contacted by telephone to attempt to answer any questions the prospective students may have. This is a recruiting activity targeted to specific groups.

The GAANN Grant provides fellowships for qualified students demonstrating financial need who complete undergraduate studies in math at Virginia State University, a historically black university.

The Black Cultural Center is a student space that documents the recent history of African-Americans in the university. The space is dedicated to this purpose but is open to anyone in the campus community.

Q: Several cards focused on faculty and administrator recruitment: What steps are being taken to recruit individuals of diverse backgrounds to assist in the process of decision and policy making? How will the VT community know what these steps are and when will students be given an opportunity to participate in this process? Is there recognition of how a diverse faculty improves educational quality? What efforts exist to increase diversity among faculty and staff? What about issues of under-representation in specific fields?

A: There is already recognition among many faculty members that a diverse faculty is a necessity for several reasons – to meet the needs of an increasingly diverse student body and to incorporate a wide variety of perspectives, scholarship interests, and pedagogies into our work. Discussion of these issues are on-going at every level. They affect the job descriptions for new faculty appointments and the qualities we are looking for in new hires, for example. They affect the development of new and revisions of existing courses, and the questions that are asked as part of our research, scholarship, and outreach. Search committees for senior administrative positions always include a committee with very broad representation by university policy. Faculty are well represented. Staff and student representatives also serve, so there is a direct opportunity to participate in the screening process. Additional staff and students are also included in the interviewing process and invited to submit comments on candidates. 17% of our new tenure track hires in the last five years have been faculty members from one of the four federally-protected groups (Asians, Hispanics, African Americans, and American Indians). Faculty of international origin and women, along with other types of diversity, also add to the breadth of experiences and perspectives to the faculty. The total number of faculty of color is very low however, so achieving a critical mass of faculty of color is a long-standing priority. The issue of critical mass and increasing the pipeline are especially important given the relatively low number of people of color earning doctorates in fields where Virginia Tech does much of its recruiting. The Commission on Equal Opportunity and Diversity and the NSF ADVANCE project both have interest in working on faculty searches and identifying best practices with the goal of increasing the number of women and individuals of color on the faculty and staff.

Q: Several questions focused on the legality of considering race/ethnicity in hiring: Legally, can the university continue to use gender and race/ethnicity consciousness when making decisions? The internal review did not address legal aspects of practices regarding search committees, recruitment and retention of under-represented faculty members. We need guidance and leadership in this area. How does VT address race and ethnicity consciousness in faculty hires? Now some departments at VT refuse to hire white males in Spring of 2003.

A: The legal basis for faculty hiring was not part of the narrow tailoring review process, nor was hiring addressed in the Supreme Court case. All of the recent legal activity has been focused on admissions and related student programs. In fact, legal precedents concerning employment practices make clear that hiring CANNOT be done on the basis of race or gender. That is the essence of “equal opportunity,” which the law requires. On the question of hiring, it is very important to differentiate between the requirement for equal opportunity and our responsibilities for affirmative action. Affirmative action compels us to cast a very wide net for applicants, to make aggressive efforts to identify and attract candidates from underrepresented groups, and to make sure that our applicant pools approximate the availability of candidates in the field with the requisite credentials. We are expected to look hard at the credentials and experiences of applicants from underrepresented groups and to invite them for interviews when they present qualities we are seeking for our positions. These efforts are not only legal, they are part of an affirmative action plan required by the federal government of all institutions that receive major federal contracts. Affirmative action does NOT require us to hire any particular applicant or to give preferential treatment to women and minorities when their qualifications do not merit selection. No search should preclude qualified white male candidates from consideration any more than applicants of color or women would be excluded by virtue of their race/ethnicity or gender. Search committees can do a number of things that will increase the probability of identifying and successfully hiring candidates from underrepresented groups and many of these strategies are shared with committees in materials and visits with the EO Office. Including statements such as “ability and experience in mentoring students from diverse backgrounds,” or “scholarship reflecting the issues of race or gender” (where this is relevant to the position) are examples of ways to address concerns raised in a previous question without precluding applicants of any race or either gender from applying and being seriously considered for a position. Personal contact is the most effective strategy to attract candidates’ interest in a position at the university. The university leadership is firmly committed to increasing the diversity of the faculty. The only way that will happen is by each search committee and the leadership of the faculty taking on the responsibility of identifying outstanding individuals of color and women and urging them to apply for positions. When we are successful in hiring them, then we need to support their careers so that they will be successful and remain at Virginia Tech. There should be no mixed signals about this priority.