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doc15127 September-27-2023-Board-Book.pdf
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Page 6
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Page 7
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"text": "KENTUCKY STATE UNIVERSITY BOARD OF REGENTS\nREGULAR MEETING",
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"text": "*** Meeting Was Conducted in Person and by Teleconference ***\nAugust 8, 2023\n1:00 p.m. EDT"
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"text": "MINUTES\n*****",
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"text": "Move the Board to approve the agenda of the August 8, 2023, regular meeting of the Board of Regents."
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Page 8
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"text": "Prior to commencing with the information items, Chair Dukes requested that the presenters limit their presentations to ten minutes and that Regents limit themselves to two questions per information item."
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"text": "Dr. Wendy Dixie, Acting VP, Finance & Business Affairs, presented this agenda item. Dr. Dixie reported that the FY 2023 budget is still being reviewed and will not be finalized until the adjusted entries are completed as part of the FY 2023 audit. Therefore, she advised her presentation was intended to provide information as to the current budget review status."
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"text": "Next, Dr. Dixie presented the FY 2023 budget to actuals, identifying a current total deficit of $1,973,139.78. She also discussed operating expenses that exceeded $100,000. Further, she informed the Board that she is working with CPE to go line by line to ensure that expenses are properly categorized."
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"text": "Regent Hatchett queried where CBIZ was represented in the list of expenses exceeding $100,000."
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"text": "Chair Dukes asked Dr. Dixie whether she anticipates uncovering any more prior expenses. Dr. Dixie replied affirmatively, and President Akakpo concurred."
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"text": "As to the FY 2023 expenses that are still being discovered, Regent Walston inquired whether they were expenses funded by federal grants or the University's E&G fund."
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"text": "Regent Hatchett asked whether Dr. Dixie was able to formulate a strategy for dealing with the bookstore deficit, and further asked whether the bookstore deficit is typical. President Akakpo echoed Regent Hatchett’s concern."
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"text": "Chair Dukes requested Dr. Dixie to expand upon the “Other” category identified in the FY 2023 Auxiliaries slide."
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"text": "Regent Walston asked why staff and faculty members have been unable to obtain paper from Ricoh since July. Mr. Michael DeCourcy, Acting Chief of Staff, explained the relationship between Ricoh and the University, and clarified what each party is responsible for providing."
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"text": "Regent Moyer asked whether the numbers were likely to improve or worsen as FY 2023 is finalized. President Akakpo and Dr. Dixie responded that the numbers are likely to worsen, though they are hoping for the best. Regent Moyer also asked what the consequences would be in the event of a negative budget/outcome for FY 2023, and whether that amount needs to be rolled into the FY 2024 budget. Lastly, Regent Moyer inquired as to the University’s current unrestricted cash balance, relative to the amount KSU would like to have as a cash balance."
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"text": "Vice Chair Adams asked Dr. Dixie to confirm that the revenue sources were all reconciled, and that the remaining work was focused on re-categorizing expenses and reconciling new bills as they are discovered. Dr. Dixie replied affirmatively."
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"text": "Hearing no further questions, Chair Dukes thanked Dr. Dixie for her presentation."
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"text": "Dr. Michael D. Dailey, Interim Provost, Dr. Scott Wicker, Interim Vice Provost for Academic Affairs, and Dr. Stephanie Mayberry, Interim Vice Provost for Student Affairs, presented this agenda item."
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"text": "As to faculty members who accepted 12-month appointments, Regent Walston asked whether their contracts clearly delineated the expected faculty distribution of efforts. Dr. Wicker responded affirmatively, and also explained the contract process for individuals who assume both faculty and administrative roles."
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"text": "Relative to the online education initial planning session, Regent Hatchett requested a workshop regarding the University's online presence, including its status and progress. Chair Dukes agreed. President Akakpo assured Regent Hatchett that the University's online presence is going well and has good momentum."
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"text": "Next, Dr. Mayberry provided the Student Affairs update, which included the move-in dates for freshmen and upperclassmen, the Student Affairs office relocation, the new residence hall, and challenges regarding housing assignments. Dr. Mayberry reported that the new residence hall is already full."
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"text": "As to the Fall 2023 updated enrollment projections, Dr. Mayberry announced that 1,498 students had enrolled, which is an 8.8% increase over August of last year."
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"text": "Chair Dukes queried whether students would still need to be housed at the Capital Plaza Hotel. Dr. Mayberry stated that even though Combs Hall will be closed this year for renovations, the hotel is no longer needed."
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"text": "Given that the hotel will no longer be used, Regent Fields wondered what would happen if enrollment exceeds dorm capacity."
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"text": "Regent Walston asked how courses with low enrollment would be addressed."
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"text": "Regent Fields inquired whether registration would be held in the Student Center again."
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"text": "Chair Dukes thanked Dr. Dailey, Dr. Wicker, and Dr. Mayberry for their presentations."
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Page 12
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"text": "Move the Board to approve the expenditures for the athletics training agreement with UK. Second by Regent Fields and passed without dissent."
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"text": "The meeting was adjourned at 3:13 p.m."
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Page 13
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"text": "A certain Sports Medicine Rehabilitation Services Agreement (the “Agreement”), by and between Kentucky State University (the “School”) and the University of Kentucky for its Department of Orthopaedic Surgery & Sports Medicine (the “Contractor”) was entered into as of July 1, 2022. The parties desire to amend the Agreement as described below effective July 1, 2023."
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"text": "Contractor will supply up to three (3) Certified Athletic Trainer(s), subject to Contractor’s ability to employ said Certified Athletic Trainers as described in Section 2(h) of the Agreement, to provide Athletic Training Services to the School at the times and during the events set forth in Exhibit B of the Agreement. The Athletic Training Services will be limited to (i) the evaluation and treatment of minor injuries; (ii) the application of first aid and other medical assistance as is reasonable and possible under the circumstances pending the arrival of ambulance services in the case of major injuries; (iii) preventative taping and strapping of athletes, as needed; (iv) providing nutritional information to student athletes; (v) providing basic educational information to student trainers and managers in the course of performing the Athletic Training Services; and (vi) providing recommendations for exercise or other physical measures for minor injuries under the direction, supervision and review of a physician.",
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"text": "Contractor shall provide up to three (3) Certified Athletic Trainers covering practices and home events for the duration of this Agreement, subject to Contractor's ability to employ said Certified Athletic Trainers as described in Section 2(h) of the Agreement. Contractor shall endeavor to provide full-time dedicated staff, but may, if its sole discretion, utilize PRN staff as needed to endure adequate coverage."
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"text": "The School shall remit monthly payments of $2,916.67 per month to Contractor for each Certified Athletic Trainer provided by Contractor that month within thirty (30) days of invoice by Contractor. In no event shall the amount payable by School to Contractor for a given month exceed $8,750.00, except if optional coverage is provided as detailed in Exhibit B, Section III (D). Payments shall be due and payable to Contractor on the first day of each month. School's obligation to make the payments is subject to Contractor's ability to provide the services as described in Section 2(h) of the Agreement. Any partial month of service by any Certified Athletic Trainer providing services under this Agreement shall be pro-rated accordingly."
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"text": "ured by:\nShannon Brogan ()\nPhillip Clay (OK)\nJoy Coles ()\nBruce Griffiths (OK)\nKristopher Grimes (OK)\nLa'Quida R. Smith (OK)\nSheila Stuckey (OK)"
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"text": "KENTUCKY STATE UNIVERSITY\nPOLICIES AND PROCEDURES",
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"text": "POLICY TITLE: Academic Calendar Policy"
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"text": "NUMBER, VOLUME, & SECTION: [??]"
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"text": "APPROVED BY: [President or Board of Regents] [DATE]"
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"text": "EFFECTIVE DATE: [October 1, 2023]"
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"text": "REVISED FROM: [previous version published on the policies of policy website]"
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"text": "The Office of Academic Affairs requests the adoption of an Academic Calendar Policy to replace current semester adoption practices. In addition, the Division of Academic and Student Affairs will use the policy to collaboratively construct and publish academic calendars for at least two years in advance, or more. These updates to the policy make the construction of the academic calendar routine, allow for the publication of academic calendars at least two years in advance or more, and allow for long-term planning for the campus.",
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"text": "The Academic Calendar Policy replaces the semester adoption of academic calendars. In addition, the Division of Academic and Student Affairs will use the policy to collaboratively construct and publish academic calendars for at least two years in advance or more. These recommended updates to the academic policy will make the construction of the academic calendar routine, allowing for the publication of academic calendars at least two years in advance or more, and allow for long-term planning for the campus."
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"text": "If Academic and Student Affairs must propose a calendar that deviates from these principles, then the calendar must be approved by Human Resources and Finance and Administration; otherwise, individual academic calendars will not need Senate, Human Resources, or Finance and Administration approval."
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"text": "The annual academic calendar will be constructed in accordance with state law."
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"text": "the Kentucky Council on Postsecondary Education, and the principles of the Academic Calendar Policy."
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"text": "RELATED PROCEDURES:",
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"text": "Academic Calendars will be constructed by the Division of Academic and Student Affairs based on the Academic Calendar Policy and published at least two years in advance or more."
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"text": "The Academic Year shall consist of a Fall Semester and a Spring Semester, each lasting at least fifteen (15) instructional weeks and an eight (8) week Summer Session. The summer session is directly related to student needs and must adhere to a sustainable, feasible, and fiscally responsible business model."
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"text": "All grades for each course shall be posted in the learning management system and submitted in WIRED/Banner or due in the Office of the Registrar three (3) days after the final examination is administered for the respective course. Any approved exceptions must submit final grades by the close of business Monday immediately following the final examination period."
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"text": "The fall semester shall begin in time to permit completion prior to the official University closure for the December holiday break. The fall semester begins on the second Monday of August, termed week zero. Monday through Friday of week zero will be for opening conferences, academic workshops, division meetings, and faculty professional development days. In addition, the Office of Student Affairs may have student programmatic activities and events during week zero as published in their calendar."
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"text": "2.3. The mid-semester examination period will be held on week eight (8) of the instructional period, which generally coincides with the second week of October. Faculty are required to post mid-semester grades, including an accurate attendance record in both the learning management system and Banner, by the close of business on Friday of the mid-semester examination"
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"text": "2.4. The Monday and Tuesday that begin the ninth (9) week of the instruction period immediately following the mid-semester examination period are designated Fall Break. The fall break is an academic holiday. Therefore, instruction will resume on Wednesday immediately following fall break."
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"text": "2.10.1. For seniors who applied to graduate at the end of the enrolled semester, the final examination period will begin on Monday of the last week of instruction and conclude on Friday, the last day of instruction. The graduating senior final grade for each course shall be due in the Office of the Registrar three (3) days after the final examination is administered for the respective senior's enrolled course."
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"text": "3.8.1. For seniors who applied to graduate at the end of the enrolled semester, the final examinations period will begin on Monday of the last week of instruction and conclude on Friday, the last day of instruction. The graduating senior final grade for each course shall be due in the Office of the Registrar three (3) days after the final examination is administered for the respective senior's enrolled course."
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"text": "and three-hour laboratory courses will be scheduled on either Mondays, Tuesdays, Wednesdays, Thursdays, and on pre-approved exceptions on Fridays. With Chairpersons' consultations, Deans have final approval when laboratories can be scheduled."
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"text": "Tuesdays or Thursdays between 11:00 AM to 1:00 PM may be used for assemblies and convocations. A notice will be sent from either the Office of the President or the Office of Academic Affairs requesting courses scheduled during a Tuesday or Thursday to be excused for student participation in our institution’s assembly or convocation.",
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"text": "Four-hundred-level program core courses will be built into the schedule after the three-hundred-level program core courses. Four-hundred-level program core courses will adhere to the course offering identified in the published program curriculum ladder per semester. Four-hundred-level courses must be scheduled to minimize conflicts with undergraduate students who also register for electives or minor courses as published in the program’s curriculum ladder.",
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"text": "The Walkway Improvements project was approved at the April 12, 2023, Board meeting for $500,000 using Asset Preservation funds. The campus currently has an abundance of sidewalk and related infrastructure, such as handrails, that needs to be replaced. The University has been working with the Finance Cabinet and the design firm Element Design to identify, prioritize, budget, and phase the amount of work that needs to take place. The first phase will address the worst areas on the northeast side of campus. This first phase is currently estimated to exceed the approved budget by $250,000, thus bringing the total cost of the project to $750,000."
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"text": "The additional $250,000 will be funded using $217,391.30 in state bond-funded asset preservation funds and $32,608.70 from the University's matching funds, which have been budgeted for."
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"text": "President Akakpo recommends that the Board of Regents approve the increase to the Walkway Improvements Project."
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23
24 · TEXT
25
26 · TEXT
27
28 · TEXT
29
30 · TEXT
31
32 · FOOTER
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1 · FIGURE
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3 · HEADER
4 · FIGURE
5 · HEADING
6 · TEXT
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18 · HEADING
19 · LIST
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24 · HEADING
25 · HEADING
26 · TEXT
27 · TABLE
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29
30 · FIGURE
31 · FOOTER
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Page 45
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Page 46
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"text": "Personnel services are slightly higher because of an estimation of additional positions that will be needed in facilities. This total also includes every position being filled."
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"text": "Based on FY24 revenue and expenditures, there will be a surplus of $460,894, which will be placed into contingency."
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"text": "President Akakpo recommends that the Board of Regents approve the revised budget for FY24."
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Page 48
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1 · FIGURE
2 · HEADER
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4 · TABLE
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80 · FOOTER
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Page 49
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84 · FOOTER
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r13c0 (0%): “Asset Preservation¹”
r15c0 (50%): “Restricted Funds¹”
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Page 50
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1 · FIGURE
2 · HEADER
3 · FIGURE
4 · TITLE
5 · HEADING
6 · TEXT
7 · HEADING
8 · TEXT
9 · HEADING
10 · TEXT
11 · HEADING
12 · TEXT
13 · HEADING
14 · TEXT
15 · FIGURE
16 · FOOTER
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