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REPORT TO THE BOARD OF REGENTS

April 23 and 24, 2015

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents 9:00 a.m., Friday, April 24, 2015 Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky Regent Karen W. Bearden, Presiding

AGENDA *****

• I.CALL TO ORDER:
• Regent Karen Bearden, Chair
• II.ROLL CALL:
• Lori Davis, Secretary
• III.OPENING REMARKS:
• Regent Bearden
• IV.APPROVAL OF MINUTES:
• Action Item: Approval of Minutes from the January 23, 2015 Board Meeting
• V.COMMITTEES REPORTS:
• A.Academic Affairs Committee:
• Academic Affairs Update:
• Regent Karen Bearden, Chair
• Beverly Downing Interim Vice President for Academic Affairs
• Fifth-Year Report and QEP
• Programs Reviews Update
• 2009-10 Cohorts Plan
• 2011-12 Cohorts Initial Planning
• Academic Staffing Levels
• Chair/Coordinator Duties and Compensation
• Tenure and Promotion Process/Policies - Faculty Members Eligible
• Post Tenure Review Recommendations
• Delay of Degree Declaration and Impact on Graduation
• D/F/W Grade Data Findings (Spring Term)
• Students with Developmental Needs
• Contracts with Accountability and Student Success Indicators
• Liberal Arts Core and IGS Courses
• Sponsored Programs Report
• Diversity Report (Recruitment Strategy)
• Institutional Diversity (Faculty and Staff) by Department/Division
• Sexual Harassment/Fraternization Prohibition Policy Change
• Action Item: Approval of No Fraternization Policy
• Overview of Faculty Senate
• Overview on Partnership with Student Affairs to Enroll Government Employees
• May 2015 Commencement
• Action Item: Approval of Conferral of Degrees, May 2015 Commencement
• B.Student Affairs Committee:

Regent Ekumene Lysonge, Chair

Student Affairs Update:

Vernell Bennett Vice President for Student Affairs

Admissions Update Job Placements Update Scholarship Awards Report Plan for Conditional Admits Fall 2015 Enrollment Projections and Recruitment Plan Graduate Program Spring Enrollment and Enrollment Plan Student Retention – Fall 2014 to Spring 2015 University Program Costs/Revenues Improved Relationships with KY High Schools Student Programming Customer Service in Student Service Areas

C. Finance/Audit Committees:

Finance/Audit Update:

Regent LaVaughn Henry, Chair Regent Mindy Barfield, Chair Mikeal Pinkard Interim Vice President for Finance and Facilities

Summer 2015 Facilities Update Plan Facilities Update Contracts Review Update Banking Services Update Human Resources Update Action Item: Approval of FY 2016 Tuition and Fees

• D.External Relations and Development Committee: Regent Charles Whitehead, Chair
• External Relations and Development Update: Max Maxwell Interim Vice President for External Relations and Development
• Max Maxwell Interim Vice President for External Relations and Development
• Fundraising Update University Social Media Strategy
• VI.TECHNOLOGY UPDATE:
• Wendy Dixie Acting Chief Information Officer
• VII.ATHLETICS UPDATE: Harry Stinson Interim Director of Athletics
• VIII.PRESIDENT'S REPORT: President Raymond M. Burs Action Item: Approval of Resolution for Participation in AGB's Initiative for Strengthening HBCU Governance and Leadership
• IX.CLOSED SESSION:
• A.Pending Litigation (KRS 61.810 (1)(c))
• B.Individual Personnel Matters (KRS 61.810 (1)(f))
• C.Property Acquisition (KRS 61.810 (1)(b))
• X.OPEN SESSION:
• XI.CLOSING REMARKS:
• XII.ADJOURNMENT

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents 9:00 a.m., Friday, January 23, 2015 Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky Regent Karen W. Bearden, Chairman

MINUTES *****

I. CALL TO ORDER:

Chairman Karen Bearden called the meeting of the Kentucky State University Board of Regents to order at 9:00 a.m. on January 23, 2015.

II. ROLL CALL:

Chair Bearden asked the Secretary to the President to conduct the Roll Call.

Regent Mindy Barfield, Present

Regent Karen Bearden, Present

Regent Elaine Farris, Present

Regent David Guarnieri, Absent

Regent Travis Haskins, Present

Regent LaVaughn Henry, Present

Regent Ekumene Lysonge, Absent

Regent Elgie McFayden, Present

Regent Syamala H.K. Reddy, Absent

Regent Breana Smith, Present

Regent Charles Whitehead, Present

Eight Regents were in attendance. A quorum was declared.

III. OPENING REMARKS:

Chair Bearden welcomed the attendees to the meeting.

IV. APPROVAL OF MINUTES:

Action Item: Motion to approve the minutes from the Board of Regents meeting held on November 7, 2014 was made by Regent McFayden and seconded by Regent Haskins. The motion passed, 8-0.

V. BOARD BY LAWS:

Action Item: Motion to approve the amended bylaws was made by Regent Henry and seconded by Regent McFayden. The motion passed, 8-0.

VI. COMMITTEE REPORTS:

Academic Affairs Committee:

Regent Bearden presented the Academic Affairs Committee report. Written reports were provided to the Committee members prior to the meeting. Regent Bearden stated that faculty is continuing to conduct important research projects on behalf of KSU. The Committee spent the majority of its discussion on the topic of the proposed internal faculty review process. KSU will conduct an analysis of faculty productivity using the Delaware Cost Study. This process will enable KSU to compare itself among peer institutions in the areas of cost delivery, teaching loads and overall benchmarking.

No action items were reported for the Academic Affairs Committee.

Finance and Audit Committees:

Regent Henry presented the Finance and Audit Committees reports. Written reports were also provided to the Committee members.

Action Item: Motion to approve the October 24, 2014 minutes of the Finance Committee was made by Regent Farris and seconded by Regent Barfield. The motion passed, 8-0.

Regent Henry explained that the A-133 Audit report of federal grants and programs at KSU was completed by KSU's external auditor.

Action Item: Motion to adopt the A-133 Audit Report was made by Regent Whitehead and seconded by Regent McFayden. The motion passed, 8-0.

President Burse discussed a request for approval of student fees for the 4-week Intensive English as a Second Language program. KSU will offer students from foreign universities an opportunity to study at KSU for a month of English Immersion.

Action Item: Motion to approve the addition of ESL program fees of $3,650 was made by Regent McFayden and seconded by Regent Haskins. The motion passed, 8-0.

Athletics Update:

Mr. Harry Stinson, Interim Athletic Director, presented an Athletics update. A written report was forwarded to the Board members prior to the meeting. Mr. Stinson explained that his department is undergoing a process of flattening to reduce costs. Approximately two positions will be eliminated during this process.

[2]

Regent Whitehead inquired about the possibility of increased revenue for Athletics. Mr. Stinson stated that he is planning an aggressive fundraising plan for increased community support to develop a greater culture of giving. He is also increasing the recruitment of KY athletes which he believes will increase local support.

The KSU buses are offline due to maintenance repairs. The University may also begin the process of replacing both buses soon.

Student Affairs Committee:

Regent Whitehead presented the Student Affairs Committee report in the absence of Regent Lysonge. Written reports were provided to the Committee members prior to the meeting.

Dr. Vernell Bennett, Vice President for Student Affairs, was invited to provide remarks.

Dr. Bennett discussed the innovations planned in the area of student recruitment. KSU will “go mobile” with its recruitment efforts on the “Thorobred Express.” KSU faculty, staff, students and alumni will travel to various areas of Kentucky throughout the year to increase Kentucky student recruitment and to share the distinctiveness of KSU. The first visit will be January 30, 2015 in Hopkinsville, Kentucky.

The Fall 2015 entering class has 3,650 total applicants to date. The average grade-point average of these applicants is over 3.0 with an average ACT score of 19. These scores are in excess of KSU's minimum grade-point average and ACT score of 2.5 and 18, respectively.

No action items were reported.

External Relations and Development Committee:

Regent Whitehead presented the External Relations and Development report. A written report was also provided to the Committee members.

Regent Whitehead shared the amount of contributions that KSU received through December 31, 2014. KSU received $204,858 from 420 contributors. The total amount of contributions received for the Capital Campaign is $6,033,277 as of December 31, 2014.

Regent Whitehead discussed the level of media visibility for the University. From July 1-December 31, 2014, there were 408 news stories and 203 television stories regarding the University.

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There were also 566,411 kysu.edu visits to the University website.

No action items were reported.

VII. TECHNOLOGY REPORT:

Ms. Wendy Dixie, Acting Chief Information Officer, provided an update about University Technology Services.

Ms. Dixie explained that KSU received a high-level demonstration from Oracle America, a technology software vendor. Oracle would replace the University's current system, Banner.

Oracle representatives shared the functionality of its software to increase productivity of various University services. Oracle would integrate with KSU's existing Learning Management System, Blackboard.

The estimated cost of implementing Oracle would be approximately $2 million. The implementation process is expected to be complete within one year. The expected implementation partner is Addvantum.

Action Item: Motion was made to permit the University to contract with Oracle and Addvantum. The motion was made by Regent Henry and seconded by Regent Whitehead. The motion passed, 8-0.

VIII. UPDATE TO SPECIAL EXTERNAL-INTERNAL AUDIT REPORT:

Ms. Melinda Impellizzeri, Special Assistant to the President for Strategic Planning, updated the board about the Special External-Internal Audit Report. She also shared information in writing. The areas of improvement were discussed and follow-up tasks were noted.

A customer service training was held during the first week of January 2015. KSU employees - Rhonda Chinn, Morris Pillischafske, and Lynn Risinger - discussed their impressions of the Customer Service trainings and the take-aways they received to help improve services to KSU stakeholders.

IX. KSU FM RADIO LICENSE PROCESS:

Ms. Lori Davis, General Counsel, provided an overview of the FM Radio License process for KSU.

Ms. Davis explained that KSU had filed a construction permit application with the Federal Communications Commission (FCC) to operate a Low Power FM Radio station on November 11, 2013 and the FCC had granted KSU approval on December 4, 2014.

[4]

A Low Power FM station has a radius of approximately four (4) miles. The antenna will be located atop Hathaway Hall.

KSU students will be able to broadcast educationally relevant programming and music across Frankfort.

The next step in the implementation process is to seek a consultant to assist in the development of the equipment, radio tower, and control room. The construction phase must be complete by June 4, 2016. KSU must also apply for its operational license by June 4, 2016.

X. PRESIDENT'S REPORT:

President Burse reported that the University held a community-wide reception on January 20, 2015 that was led by him and Judge Thomas Wingate. It was a great event and went well. Over 150 attendees, including all of the Franklin County Judges, were present. President Burse publically apologized to the Publisher and Editor of the State-Journal for the lack of an invitation to the event.

President Burse requested that the Board elevate the position of Facilities Director to the position of Vice President.

Action Item: Motion was made to approve the elevation of the position of Facilities Director to Vice President of Facilities. The motion was made by Regent Haskins and seconded by Regent Henry. The motion passed, 8-0.

President Burse's agenda item was to seek approval of an administrative appointment.

Action Item: Motion was made to appoint Dr. Vernell A. Bennett to the position of Vice President for Student Affairs. The motion was made by Regent McFayden and seconded by Regent Smith. The motion passed, 8-0.

President Burse presented amended Post-Tenure Review Policy and Financial Exigency Policy documents for the Board’s consideration. Regent McFayden requested that a vote be tabled for a subsequent meeting so that the document could be disseminated to the Faculty for review.

Action Item: Motion was made to approve the amended Post-Tenure Review Policy. The motion was made by Regent Henry and seconded by Regent Whitehead. The motion passed, 7-1. Regent McFayden opposed the motion.

Action Item: Motion was made to approve the amended Financial Exigency Policy. The motion was made by Regent Henry and seconded by Regent Whitehead. The motion passed, 7-1. Regent McFayden opposed the motion.

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XI. CLOSED SESSION:

Action Item: Motion was made to convene a closed session to discuss personnel matters, pending litigation and property acquisition pursuant to the Kentucky Open Meetings Act. The motion was made by Regent McFayden and seconded by Regent Haskins at 10:55 a.m. The motion passed, 8-0.

The Board discussed pending litigation, property acquisition and personnel matters. The Board took no action in Closed Session.

XII. OPEN SESSION:

The Board reconvened in Open Session at 12:03 p.m. The Board took no action in Open Session.

XIII. ADJOURNMENT:

Action Item: Motion was made by Regent Henry and seconded by Regent Whitehead. The motion passed, 8-0.

Submitted by:

Lori A. Davis, Secretary General Counsel Kentucky State University Karen W. Bearden, Chair Board of Regents Kentucky State University

___ Approved with no corrections

Approved with corrections

[6]

Agenda Item Background

Background:

Kentucky State University has long had a prohibition against sexual harassment. That policy does not address romantic or sexual relationships between faculty or staff and students. The attached policy amendment specifically prohibits any romantic or sexual relationship between faculty or staff and students at the University. Such interactions are antithetical to the pursuit of academic excellence and have no place at the University.

Recommendation:

Approval of the policy amendment as written.

Approval

No Fraternization Policy and Sexual Harassment Prohibition Amendment

Personal Relationships

The quality of decisions may be affected when those making decisions have personal relationships with those who are the subjects and possible beneficiaries of these decisions. The critical concern is that personal relationships, whether positive or negative, should not inappropriately or unfairly affect decisions. Conflicts of interest may arise when people are involved in making decisions affecting any members of their families, relatives, or those with whom they have or have had intimate relationships. Decisions affecting present or former business partners should also be avoided. Individuals with personal relationships should excuse themselves from such decision-making. In many cases, potential conflicts can be managed by candid, but discreet, disclosure of those relationships.

The University strongly urges those individuals in positions of authority not to engage in conduct of an amorous or sexual nature with a person they are, or are likely in the future to be, in a position of evaluating. The existence of a power differential may restrict the less powerful individual's freedom to participate willingly in the relationship. If one of the parties in an apparently welcomed amorous or sexual relationship has the responsibility for evaluating the performance of the other person, the relationship must be reported to the dean, department chair or supervisor so that suitable arrangements can be made for an objective evaluation of the student or employee.

The University prohibits its Faculty and Staff members from engaging in a romantic or sexual relationship with any student at the University. Specifically, no Faculty or Staff member shall request or accept sexual favors from, or initiate or engage in a romantic or sexual relationship of any kind, consensual or non-consensual, with any student no matter the classification of the student. The University strongly believes that these types of relationships do not conform to the objectives of its learning environment and the ethical standards required of academic professionals. Any member of the Faculty or Staff found to have violated this policy shall be separated from employment pursuant to University procedure.

Technology Update Enterprise Resource Planning (ERP) Update

The contract with Oracle for software and support was signed February 27, 2015.

The statement of work for the new Oracle ERP system installation has been expanded to include more detailed descriptions of expectations, definitive language and an expanded scope of work.

There are three main categories in the statement of work.

• a.Installation of Oracle's Higher Education Solution
• b.Managed Cloud Services
• c.Functional Operations Team

The revised statement of work will be given to the previously selected implementation vendor to ensure that the services requested can still be met. Also, the revised statement of work will be given to an additional Oracle partner for comparison of services and competitive pricing and proposed timelines.

Once the implementation vendor has been selected and approved, the implementation team will work with them to further determine the implementation strategy and optimized timeline that is best for KSU.

Overview of the main categories of the statement of work are as follows:

A. Installation of Oracle's Higher Education Solution

Using industry-best business processes, the following modules will be implemented:

Campus Solutions:

• Student Administration
• Campus Community
• Student Accounts/Financials
• Financial Aid
• Academic Advisement
• Degree Planning and Audit
• Student Enrollment and Records
• Prospect, Recruiting and Admissions
• Alumni Management and Fundraising
• Campus Solutions Self Service

Cloud ERP

• Oracle Financials Cloud
• Oracle Grants Management
• Oracle Procurement Cloud
• Oracle Human Capital Management Cloud
• Oracle Cloud Payroll
• Oracle Cloud Time & Labor

B. Managed Cloud Services

The ERP system will be hosted at an external location to KSU and will also include but not be limited to the following managed technical services:

• Life-cycle administration including proactive monitoring, installation, upgrades, patches and maintenance for the Oracle database and application software
• PeopleSoft Campus Solutions and Cloud ERP Tier II Help Desk Support Services for KSU faculty and staff including but limited to error diagnosis, troubleshooting, consultation and problem resolution
• DBA tasks
• Hosting, which includes business continuity and disaster recovery of the systems

C. Functional Operations Team

The functional implementation team will operate as the functional users (registration team, admissions team, finance team) and technical experts of KSU during planning, data migration, installation and for a period after the implementation until the old systems are taken offline.

• The Functional Operations team will be external Oracle experts who will:
• oRun the new Oracle systems until the current KSU team is deemed competent to run the new system
• oProvide training to the KSU functional and technical users and work with the overall project implementation team to determine KSU team competency prior to system hand-off
• The current KSU functional and technical team will:
• oContinue to run the existing Banner system during the implementation
• oBe trained by the Oracle experts and must be deemed competent on the new Oracle system, prior to getting access to it

[2]

Athletics Update

Football:

• Final Record: 3-7
• 19 seniors exhausted eligibility.
• 27^{th} toughest schedule in Division II
• 1,000-yard rusher for consecutive years (Jacquise Lockett)
• Six former student-athletes are currently registered in the NFL Draft:
• o0 Jacquise Lockett
• o0 Justin Williams
• oTerry Horton
• oChadwick Rives
• oLarry McDaniel
• o0 Jakar Turner
• Jacquise Lockett was named to the Don Hansen All-Super Region Team.
• Jacquise Lockett and Lydell Simon were named to the SIAC All-Conference Team.
• oLockett was named to the 1st Team.
• oSimon was named to the 2nd Team.
• 15 football student-athletes earned a 3.0 or higher GPA during fall 2014.
• Two football student-athletes earned a 4.0 GPA during fall 2014.
• Signed 13 recruits to National Letters of Intent; all but one are from the Commonwealth of Kentucky

Men's and Women's Cross Country:

• Men's Cross Country finished the season in 3rd Place at the SIAC Championship.
• Women's Cross Country finished the season in 7th Place at the SIAC Championship.
• Kieren Broussard was named to the All-SIAC Team.

Volleyball:

• Finished the season with a 23-17 overall record
• Finished 2nd at the SIAC Conference Championship
• West Division Regular Season Champions
• Five seniors exhausted eligibility.
• Emily Grieshaber was named the SIAC MVP and Offensive Player of the Year.
• Kiara Rivera was named the Newcomer of the Year.
• Anjelique Kyle was named the Setter of the Year.
• Emily Grieshaber, LaTosha Scott, Kirtrice Ploucha and Anjelique Kyle were named to the SIAC All-Conference Team.
• oGrieshaber and Scott were named to the 1st Team.
• oPloucha and Kyle were named to the 2nd Team.
• Overall team GPA for fall 2014: 2.97
• Seven volleyball players earned a GPA of 3.0 or higher in fall 2014.

• Coach Christina Coleman was named the Division II coaches representative for the American Volleyball Coaches Association (AVCA) College Prep Camp.

Men's Basketball:

• Final Record: 9-18
• Lost in the 1st Round of the SIAC Tournament
• Five seniors exhausted their eligibility.
• Ulysses Thomas III was named to the SIAC Honorable Mention Team.
• Ulysses Thomas III scored his 1, 000th career point on February 21, 2015 vs. Tuskegee University.
• oUlysses was the second 1,000 point scorer under Coach Antwain Banks in six years of service (two as assistant coach, one as interim head coach, three as head coach).
• Team has verbal commitments from two Kentucky high school players and has three other Kentucky players who are planning to transfer from other colleges.
• Four men's basketball student-athletes earned a 3.0 or higher GPA in fall 2014.
• Two men's basketball student-athletes earned a 4.0 GPA in fall 2014.

Women's Basketball:

• Final Record: 22-6 (Best Record since 1997)
• Five seniors exhausted their eligibility.
• Won 13 consecutive games during the regular season and SIAC tournament
• West Division Regular Season Champions
• Lost in the Semi-Finals of the SIAC Tournament
• Gained an at-large bid as the #7 team in the South Region to the NCAA Tournament; 3rd NCAA tournament appearance in school history
• Shaquanda Wiggins, Shaia Horton and Brieona Warner earned SIAC All-Conference Honors
• oWiggins and Horton: All-Conference
• oWarner: Honorable Mention
• Brieona Warner was named to the SIAC All-Tournament Team.
• Shaquanda Wiggins was invited to the WNBA Draft Combine at the NCAA Division I Final Four in Tampa.
• Three women's basketball student-athletes earned a 3.0 or higher GPA in fall 2014.

Men's Indoor and Women's Indoor/Outdoor Track and Field:

• 11 KSU student-athletes earned U.S. Track & Field and Cross Country Coaches Association (USTFCCA) All-Region honors. (awarded to those who are in the top five in their event in the region)
• oNine men's student-athletes earned All-Region honors.
• Kieren Broussard earned honors in three events.
• Dominick Turner earned honors in two events.
• The events are as follows: 4x400 m relay, 60 m hurdles, 400 m relay, 800 m relay, long jump, triple jump and shot put.

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• Five men's track and field student-athletes earned a 3.0 or higher GPA in fall 2014.
• Five women's track and field student-athletes earned a 3.0 or higher GPA in fall 2014.
• One women's track and field student-athlete earned a 4.0 GPA.
• Coach Von Smith was named to the Knoxville College Board of Regents.

Golf:

• Won the Paine College Invitational
• Currently tied for 2nd in the SIAC rankings
• Conference championship held April 20-22 in Bessemer, Alabama
• Defending SIAC champion
• Team has grown from two members in 2012 to ten members in 2014-15.
• Have verbal commitments from three Kentucky recruits
• oTwo women's student-athletes earned All-Region honors.
• Joscilyn Crain earned honors in two events.
• Shot Put and Weight Throw were the events.

Baseball:

• Current Record: 7-15 overall; 6-6 in the SIAC
• Kodie Girton was named the SIAC Pitcher of the Week for the week of March 25, 2015.
• Will host a game against Asbury University at Whitaker Bank Ballpark in Lexington, in an effort to showcase our team in the Lexington area
• Corey Brown and Alexander Davie were both named to the pre-season All-Conference Team.
• Team GPA for fall 2014 was 3.09.
• 20 baseball student-athletes had a 3.0 or higher GPA.
• Conference Championship will be held April 23-26 in Columbia, South Carolina.

Softball:

• Current Record: 14-13; have won 14 of the last 15 games (3 game winning streak)
• Cheyenne Carpenter and Gayla Ha-Cabebe were named Players of the Week for the week of March 25, 2015.
• Currently ranked #1 in the SIAC West Division
• Team GPA for fall 2014 was 3.14. (The highest in the Athletics Department.)
• 14 softball student-athletes earned a 3.0 or higher GPA in fall 2014.
• Two softball student-athletes earned a 4.0 GPA in fall 2014.
• Conference Championship will be held April 23-25 in Columbia, South Carolina.

Overall Athletics:

• Launched live-streaming of home basketball games in January 2015
• Began sending updates from our website via text messages to subscribers in January 2015

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• Social Media activity increased by 150% over the previous 15 months.
• 74 student-athletes earned a GPA of 3.0 or Higher for fall 2014 (37% of student-athletes)
• Seven student-athletes earned a GPA of 4.0.
• Athletic Department donated over 160 hours of community service in fall 2014
• The Athletics Office has relocated to Room 261 in ASB, and will move to the old police station (Rosenwald Building) in the coming months.
• Currently seeking applicants for the Sports Information Director and Assistant Athletics Trainer positions
• Finalized the contract to open the football season in Hampton, Virginia against Hampton University (The contract includes a $25,000 game guarantee.)
• In the final stages of finalizing a multi-year contract with Indiana Black Expo/Circle City Classic to play Central State University. Total contract value is $500,000 guaranteed over the life of the agreement with options for increased income based upon ticket sales and sponsorships.
• Have acquired compliance software (ACS) to aid in monitoring and efficiency of compliance services
• Have increased student-athlete welfare with the development of a diet/nutrition education program, strength and conditioning program and the acquisition of a chiropractor to aid in rehabilitation and injury prevention
• Submitted Phase I of the NCAA and Department of Defense Grant for Concussion Education Program to acquire a grant of up to $400,000
• Ine Student-Athlete Advisory Committee (SAAC) was a finalist for the national award for Division II. The Division II Service Award was received for our Water Donation campaign and was honored with $500.00 at the NCAA Convention in January.
• Through a sponsorship from the K-Club, we were able to purchase a tarp for the baseball field. This tarp has allowed the baseball team to practice outside on the field during adverse weather.

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Board of Regents

Kentucky State University

RESOLUTION OF THE BOARD OF REGENTS

At the meeting of the Board of Regents of Kentucky State University (“KSU”) on April 24, 2015, the following resolution was approved by the Board:

Whereas, the Board of Regents of KSU as created by Kentucky Revised Statutes 164.310 has the statutory authority to govern, manage and operate KSU;

Whereas, the mission of KSU is to serve as a four (4) year residential institution emphasizing a program of liberal studies appropriate to its size and resources;

Whereas, the Association of Governing Boards of Universities and Colleges' ("AGB") Initiative for Strengthening HBCU Governance and Leadership supports the mission of KSU;

NOW THEREFORE BE IT RESOLVED AND APPROVED that the Board of Regents supports and approves acceptance of the award provided by AGB to take part in the Initiative for Strengthening HBCU Governance and Leadership. We commit to fulfilling the terms of the agreement for recipients of this award and to participating in related activities.

This the 24th day of April 2015.

Dr. Karen W. Bearden Chair Board of Regents Kentucky State University

Kentucky State University

Board of Regents Meeting Academic Affairs Committee

April 23, 2015

gent Karen Bearden, Chairperson Regent Mindy Barfield Regent Elaine Farris Regent Elgie McFayden Regent Syamala Reddy Regent Breana L. Smith

Dr. Beverly Downing, Interim Vice President for Academic Affairs, Staff

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Academic Affairs Committee April 23, 2015 1:00 pm to 3:00 pm Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

MEETING INDEX

MEETING INDEX

• A1 Agenda
• A2 Approval of Minutes
• A3 Executive Summary
• A4 Action Item: Conferral of Degrees

[1]

A1

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Academic Affairs Committee April 23, 2015 1:00 pm to 3:00 pm Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

AGENDA *****

• I.CALL TO ORDER:
• Regent Karen Bearden, Chair
• II.ROLL CALL:
• Dr. Beverly Downing, Interim Vice President for Academic Affairs
• III.OPENING REMARKS:
• Regent Bearden
• IV.APPROVAL OF MINUTES:
• Regent Bearden
• V.EXECUTIVE SUMMARY:
• Fifth-Year Report and QEP
• Detailed Update on Programs Reviewed
• Plan to Address 2009 and 2010 Cohorts
• Initial Thoughts on Addressing 2011 and 2012 Cohorts
• Academic Staffing Chairs, Coordinators: Job Descriptions and Compensation
• Post-Tenure Review Recommendations
• Study of Time for Non-Degrees to Graduation and Impact of Late Declaration
• STEM Graduates Follow-up
• Sponsored Programs Report
• Dr. Downing
• VI.ACTION ITEM: Conferral of Degrees Dr. Downing

VII. ADJOURNMENT

[2]

Agenda Item Background

Background:

The minutes of the Academic Affairs Committee meeting for January 22, 2015 require approval to become an official part of the Committee records.

Recommendation:

It is recommended that the Academic Affairs Committee approve the minutes of the January 22, 2015 meeting.

Approval

[3]

A2

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Academic Affairs Committee January 22, 2015 1:00 pm to 2:30 pm Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

MINUTES *****

Regent Karen Bearden, Chairperson, called the Academic Affairs Committee meeting of the Kentucky State University Board of Regents to order at 1:00 p.m. on January 22, 2015. Regent Bearden asked the secretary to call roll:

Elgie McFayden Syamala Reddy Breana L. Smith Present Not Present Present

A quorum was declared.

Action Item: A motion for the approval of the Academic Affairs Committee's October 24, 2014 minutes was made by Regent Farris and seconded by Regent Smith. The motion passed.

The Academic Affairs and Land Grant faculty and staff report affirms that the components remain dedicated to teaching, research, and service.

Action Item: A motion for adjournment of the Academic Affairs Committee meeting was made by Regent McFayden and seconded by Regent Farris. The motion passed.

The meeting adjourned at 2:31 p.m.

Submitted by: ___ Approved by: ___

___ ___

Dr. Beverly Downing, Interim Vice President for Academic Affairs Regent Karen Bearden, Chairperson Academic Affairs Committee

Regent Karen Bearden, Chairperson Academic Affairs Committee

Approved with no corrections Approved with corrections

[4]

Agenda Item Background

Background:

The Academic Affairs Report submitted by Dr. Beverly Downing, Interim Vice President for Academic Affairs is presented on the following pages.

Recommendation:

Informational Item

[5]

A3

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Academic Affairs Committee April 23, 2015 1:00 pm to 3:00 pm Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

Academic Affairs Report

Fifth-Year Report and QEP

Following is an explanation and outline of the components and complete process for conducting the Southern Association of Colleges and Schools – Commission on College’s (SACSCOC) Fifth-Year Interim Report. The information below is taken directly from the SACSCOC documents for use in this description. The SACSCOC Preparation Team consists of Dr. Beverly L. Downing - Interim Vice President for Academic Affairs, Dr. Mark Shale - KSU SACS Liaison, Dr. Peter Smith - Report Writer and Dr. Helen Smith - Report Writer. Work towards preparing for the self-study began January 2013. Kentucky State University has completed all of the requirements and submitted its completed Fifth-Year Interim Report and Quality Enhancement Plan (QEP) to SACSCOC as of March 12, 2015.

THE FIFTH-YEAR INTERIM REPORT PROCESS: AN OVERVIEW

The Fifth-Year Interim Report was developed to respond to the U.S. Department of Education's requirements (1) that accrediting bodies continuously monitor institutions to ensure compliance and (2) that accrediting bodies have a mechanism for reviewing multiple sites initiated since the last reaffirmation.

Components of the Report

• I.Signature Attesting to Integrity
• II.Institutional Summary Form
• III.Fifth-Year Compliance Certification
• IV.Fifth-Year Follow-Up Report (as requested by the SACS Board of Trustees)
• V.QEP Impact Report

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The Standards addressed in the Fifth-Year Report and the Kentucky State University response to each of the standards are as follows:

SACSCOC FIFTH-YEAR COMPLIANCE STANDARDS STATUS

The results of the self-study process relative to the standards are indicated above. All items were judged as compliant in the report. Each standard was also reviewed for compliance by program leaders such as Vice Presidents, Deans, Chairs, Directors, and Coordinators. The report was due on March 16, 2015. It was packaged according to guidelines and mailed to SACSCOC on March 12, 2015.

As the University awaits the decision of the SACSCOC off-site evaluation team, the following actions can be expected as it relates to a review of the documents by SACSCOC.

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The SACSCOC evaluation committee was established to review the Fifth-Year Interim Report. This committee is composed of SACS board members with prior Compliance Certification experience. Each of the four committees reviews approximately 10 institutions and each of the committees has five members: Coordinator, IE evaluator, student services evaluator, and two academic program evaluators. Two finance reviewers also participate in the review.

• Options available to the Evaluators:
• oNo referral or
• oReferral to a Curriculum and Review (C & R) Committee
• Options available to the C & R Committee following a referral:
• oNo additional report requested;
• oRequest a monitoring report which starts the two‐year limited monitoring period; or
• oRecommend placing the institution on a sanction, with a monitoring report, with or without a visit to campus. Part IV: Fifth‐Year Follow-Up Report (previously called an “Additional Report”) The Fifth‐Year Follow-up Report addresses issues identified at the completion of the institution’s last ten year review that required monitoring for verification of continued compliance with the identified standard. Since the submission is requested by a previous C & R Committee, it is not applicable to all institutions.

Part IV: Fifth-Year Follow-Up Report (previously called an “Additional Report”)

The Fifth-Year Follow-up Report addresses issues identified at the completion of the institution's last ten year review that required monitoring for verification of continued compliance with the identified standard. Since the submission is requested by a previous C & R Committee, it is not applicable to all institutions.

• Evaluators: C & R Committee is composed of elected members of the Board of Trustees.
• Options of the Evaluators: (1) No additional report, (2) Request monitoring report which continues the two-year limited monitoring period, (3) Recommend placing the institution on a sanction, with a monitoring report, with or without a visit to campus.

Part V: QEP Impact Report

The Quality Enhancement Plan (QEP) Impact Report asks an institution to include a copy of its QEP Executive Summary as submitted to the Commission following its recent reaffirmation and a report addressing the following elements: (1) a succinct list of the initial goals and intended outcomes of the QEP; (2) a discussion of changes made to the QEP and the reasons for making those changes; (3) a description of the QEP's impact on student learning and/or the environment supporting student learning, as appropriate to the design of the QEP (to include the achievement of identified goals and outcomes, and any unanticipated outcomes of the QEP); and (4) a reflection on what the institution has learned as a result of the QEP experience.

• Evaluators: Committee to Review Fifth-Year Interim Reports (see composition under Part III above)

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• Options of the Evaluators:

Accept with Comment. The institution has adequately described the initial goals and intended outcomes of its QEP, discussed the limited changes made in the QEP, and discussed the impact on student learning and/or the environment supporting student learning, and described what the institution has learned as a result of the QEP experience. No additional report is required.

Refer to a C & R Committee for review. The institution did not adequately document the implementation of its plan and/or summarize the level of success in achieving the desired impact on student learning and/or the environment supporting student learning, and/or reflect upon the implementation of the QEP as a learning experience for the institution. The institution is requested to provide an additional report in twelve months that documents progress in implementing its QEP. The Report is forwarded to a C & R Committee for action. Actions may include no additional monitoring, additional monitoring, or imposition of a sanction.

Review of Off-Campus Instructional Sites initiated since Last Reaffirmation. An institution is requested to undergo a COC committee review of previously unvisited off-campus instructional sites that were initiated since the institution’s last reaffirmation and where students can obtain 50% or more of coursework toward the completion of an educational program. The areas of evaluation as applicable to the off-campus instructional site(s) include: (1) faculty qualifications and access, (2) qualifications of administrative and academic officials leading activities and programs at the site(s), (3) student services, (4) library/learning resource accessibility and sufficiency, (5) physical facilities supporting the programs, and (6) student learning outcomes compared to similar programs offered on the main campus. The institution should use the Commission form “Documentation prepared by the Institution for the review committee.”

Review Committee Examining Off-Campus Sites as Part of a Fifth-Year Interim Report.

• Evaluators: C & R Committee composed of elected members of the Board of Trustees.
• Options of the Evaluators: (1) Continue accreditation, no additional report, (2) Continue accreditation with a monitoring report, or (3) Recommend placing the institution on a sanction, with a monitoring report, with or without a visit to campus.

Detailed Update on Programs Reviewed

Academic Affairs engaged in several major undertakings during the 2014-15 academic year. Among them was the commitment to conduct program reviews for all academic programs at the University. KSU offers the associate degree in 4 majors, the bachelor degree in 35 majors, and the master's degree in 4 majors. Copies of the program reviews are housed in the Office of Academic Affairs.

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PROGRAM REVIEW COMPLETION STATUS

PROGRAM STATUS

BACHELOR'S DEGREES

2. Aquaculture Complete
3. Art Education Complete
4. Biology Complete
5. Biology Education Complete
6. Business Administration Complete
7. Child Development Complete
8. Chemistry Complete
9. Computer Science Complete
10. Criminal Justice Complete
11. Elementary Education Complete
12. English Complete
13. English Education Complete
14. Environmental Studies Complete
15. Health and Physical Education Complete
16. Physical Education Complete
17. Interdisciplinary Early Childhood Education Complete
18. Liberal Studies (4 year) Complete
19. Mass Communications Complete
20. Mathematics Complete
21. Mathematics Education Complete
22. Music Complete
23. Music Education Complete
24. Nursing (BSN) Complete
25. Political Science Complete
26. Psychology Complete
27. Public Administration Complete
28. Social Science Complete
29. Social Studies Education Complete
30. Social work Complete
31. Spanish Complete
32. Studio Art Complete
33. Nursing (ADN) Complete
33. Nursing (ADN) Complete
34. Liberal Studies (2 year) Complete
34. Liberal Studies (2 year) Complete
35. ATI – Networking Complete
36. ATI – Web Design Complete
1. Agriculture Food and Environment Complete

ASSOCIATE'S DEGREES

ASSOCIATE'S DEGREES

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37. Master of Arts in Special Education Complete
38. Master of Public Administration Complete
39. Master of Psychology Complete
40. Master of Business Administration Complete

MASTER'S DEGREES

WHITNEY YOUNG

HONORS PROGRAM

Honors Program Core Complete

Subsequent to the internal review process, all documents will be uploaded to the Council on Postsecondary Education (CPE) portal. It is anticipated that feedback from CPE will be provided for the institution during the summer 2015.

PROGRAM REVIEW FINDINGS

The institution lacks a systematic mechanism for collecting, summarizing, aggregating, disaggregating and managing its program data. Notwithstanding, the following observations were made:

• Program implementation (initiation date) data was not available for all programs (approximately 50%).
• All programs were clearly aligned with the institution's mission.
• All programs addressed action steps of the strategic implementation plan in their program goals.
• All programs have Student Learning Outcomes at both the course and program levels.
• All programs have contributed to the education, economic and social welfare goals of HB 1, as delineated in the statewide Council on Postsecondary Education's Strategic Agenda.
• While all programs could describe how they assessed program participants over the past years, not all programs could document how assessment data was used regularly and consistently to effect programmatic changes and improvements.
• While faculty members and students received external awards and recognitions, some program directors have not consistently noted or recognized the "good works" of their faculty and students (approximately 60%).
• Data on employer satisfaction is not consistently collected and reported for all programs.
• Data on graduate satisfaction with individual programs is not consistently collected and reported.
• Follow-up data on graduate employment is not consistently collected and reported.

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The following observation was made concerning specific programs during the program review process.

1. Data on graduates is limited in most programs. Education, nursing, math, science, and music were strongest in the area of graduate follow-up. However, each program uses its own data collection methodology. There is no systematic collection process in place.
2. Programs with low enrollments and programs where no courses are being offered, such as African-American studies, do not appear to have been officially closed.
3. Program reviews showed little data regarding where graduates were employed. Employer feedback, when the employer was identified, was limited. Additionally, data on how many students entered graduate school was limited. The exceptions were the education, nursing, math, science, and music programs.
4. Grantsmanship was strongest in the areas of the sciences, agriculture, aquaculture, and education.
5. Enrollment was strongest in psychology, business, and criminal justice. The highest credit hour production and degrees were in psychology, business, and liberal studies.
6. The weakest areas in the entire process were the lack of data and conflicting data. While Institutional Research reported one set of data, relevant data from institutional documents was conflicting.

There are opportunities for the University relative to its current financial posture in the program review results. The following programs have fewer than ten students enrolled with declared majors:

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With the exception of the art, music, history, sociology and Spanish programs, all of the low-enrolled programs listed above are add-on programs that require no additional faculty. For example, the business administration program which has 151 majors requires by accreditation standards the same faculty as both the marketing and management spin-off programs. In the biology program, there are 66 general biology majors. If the related biology education program was eliminated (a program where there are only two students in the major), the demand for faculty to support the general biology program would not change.

Areas like music and Spanish have special significance relative to the institution's mission and undergirding of our capacity to market the University. Likewise, we cannot neglect our obligation to prepare students that are equipped to serve as global citizens in our society.

The English and liberal studies programs are areas where significant reductions can take place, as they are support areas for our general education curriculum. Our ability to build-in controls for the general education core would allow us to generate cost savings, as we streamline requirements in those areas. If we are going to eliminate low-enrolled programs, our art, history and sociology would have the least negative impact of programs with larger enrollments.

Subsequent to the internal review process, all documents will be uploaded to the Council on Postsecondary Education (CPE) program review portal. It is anticipated that feedback from CPE will be received by KSU during the summer 2015.

Strategies for Addressing 2009 Cohort Review

In accordance with CPE regulation, a cohort is defined as follows:

“The proportion of students who enter as first-time, full-time degree-seeking students in a given summer or fall who also earn a credential within 150 percent of the time normally needed to complete the degree. For example: bachelor's degree graduation rates are calculated over six years, associate's degrees are calculated over three years.”

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I ne conort year for the Kentucky State University class of 2009 ends at the close of the 2015 summer session. What is provided for review is an update of our current status towards the graduation rate of the 2009 cohort. Also provided is a description of the efforts taken by the institution through Academic Affairs to reclaim and graduate students who are near completion.

An analyses of data for the 2009 cohort consists of 545 first-time full-time students at the associate's and bachelor's levels. During the six-year cohort period (2009 – 2015), 82 of the students have graduated from KSU to date, revealing a current graduation rate of 15%. This does not include students in the cohort who have applied and are scheduled to graduate during the spring 2015 commencement. The final 2009 cohort graduation rate will be finalized after summer school 2015 culminates.

The minimum number of hours to complete an associate degree program at KSU is 60 credit hours. For the bachelor's degree, the minimum credit hours for graduation is 120. A closer review of the non-completers remaining in this cohort shows that their progress (credit hours completed) towards graduation is outlined below.

There are 14 students remaining in the cohort with 50 or more credit hours earned at the associate's level. Likewise, for the bachelor's level, there are 13 students with earned credit hours ranging from 110 – 119 and 26 students with earned credit hours of 120 or more. These students provide an opportunity for the University to increase its graduation rate by nearly 10 percentage points. If we were able to graduate the 53 students who have potential for completion by the end of the summer session, they will be able to graduate within their cohort year. In doing so, the University could increase its graduation rate for the 2009 cohort from 14% to 25%.

To achieve the goals outlined above, we have identified these 53 students in the 2009 cohort who are either currently enrolled or not currently enrolled. In contacting these students, we have required that their advisors update each student's plan of study to ensure that they understand what classes they must take to be able to graduate by the end of summer school 2015. Those students that are not currently enrolled are evaluated for their degree of choice first, then they are evaluated for program Completion through liberal studies with a concentration in their area of interest. Students are advised to take the quickest route to their degree. This work is being conducted by the academic advisors in the program areas as well as the academic persistence counselors in the Center for Academic Persistence Services (CAPS) program. The mid-term warning list of unsatisfactory grades (D/F/W list) was also reviewed to identify students in this cohort who may be in jeopardy of not passing a class. CAPS staff identified these students using email and telephone calls to trouble shoot regarding their academic barriers to success. The CAPS center hosted several workshops and one-on-one sessions with these students. Advisors and CAPS staff also reached out to faculty to reconnect students to their classes where necessary. Student in the 2009 cohort are closely monitored, advised, consulted, and encouraged to persist to graduation. This is done with students on an individual and group basis.

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The strategy to guide these students to completion rests on two factors. One factor is the students' financial ability to pay old balances and additional costs to complete their programs. The second factor is that an assessment of the degree qualifications for these students has to be completed. While this group is a priority, we are also working with students regardless of their status to assist them in completing their degrees. Students with 110 or more credit hours are a priority to target for the associate's or the bachelor's degree. Students with 50 credit hours or more are being targeted for the associate's degree.

An assessment of these students was first conducted during the 2013-14 academic year with several students being moved to completion. Efforts since the last academic semester have been to assess each student for completion through Project Graduate. Twenty-five of the 53 students have been identified and are currently enrolled. If they pass all classes through spring and summer 2015 (if applicable), they will increase the cohort graduation rate. Their success could increase our graduation rate up to 20% by the end of this cohort year.

Strategies for Addressing 2010 Cohort Review

Summer school 2016 will mark the end of the 2010 cohort. The data for the 2010 cohort consist of 608 first-time full-time students at the associate's and bachelor's levels. During the six-year cohort period, 36 of those students who have graduated from KSU to date for a graduation rate of 6%. There are 58 students in the cohort who have applied and are scheduled to graduate during the spring 2015 commencement. If this holds true, the graduation rate will rise to 15%. There are 17 students who are on target to complete their work by the end of summer school 2015, which could result in a cumulative graduation rate of 18%; and eight additional students are on target to complete by December 2015, which could result in a graduation rate of 20%. This rate could be further influenced by students that graduate during the spring and summer of 2016 culminating at the end of the cohort period.

The 2010 cohort data contains 25 students with 20 or more credit hours at the associate level that could potentially complete their work by the end of the spring term 2016. For the bachelor's degree, there are 29 additional students not outlined above, who have at least 70 credit hours and could potentially graduate by the end of the cohort completion term summer school 2016. The strategic attention given to cohort completion could potentially result in a cohort 2010 graduation rate of 29% by the end of the cohort period which is the end of summer school 2016.

The Academic Affairs team will continue to utilize all academic resources and strategies available and outlined above to achieve this goal.

Review of 2011 and 2012 Cohorts

The 2011 cohort consists of 566 first-time full-time students at the associate's and bachelor's levels. The cohort is one year short of the associate degree seekers cohort completion data. To date, two students have graduated. Three year's into the bachelor

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degree seekers cohort period, 29 students have graduated. The 31 students that have completed their degrees represent only 5% persistence rate for the 2011 cohort.

There is tremendous opportunity in achieving a graduation rate more consistent with our peer institutions, if careful attention is given to student success over the next three years of this cohort group. There are 81 students currently enrolled out of the 2011 cohort, who are within 40 credit hours of completing their associate's degree. The bachelor's component of the cohort has 240 students who are within 60 credit hours of earning their degrees. Key to this finding is that there are 100 of these students poised to graduate by the end of summer school 2016 with at least 100 credit hours to take. Therefore, it is imperative that staff is closely monitoring, advising, consulting, and encouraging these students to persist to graduation. In doing so, we would be reaching for a graduation rate of approximately 37%. It is important to note that Academic Affairs is committed to driving all targeted students to the graduation goal.

I he 2012 conort consist of 519 first-time full-time students at the associate's and bachelor's levels with a cohort completion date after summer school 2017. Two years short of the associate's seekers cohort completion deadline, nine students have graduated. Just two years into the bachelor's cohort period, only three students have graduated. The 12 students that have completed their degrees represent only a 2% persistence rate for the 2012 cohort.

Academic Affairs recognizes opportunity in achieving an acceptable graduation rate in 2016. A systematic monitoring process is being planned for a more orderly approach to cohort tracking and monitoring by the academic resource services programs. The plan will be developed this summer and ready for implementation at the beginning of the fall 2015 academic semester. We are currently assessing and redirecting the scope of work, expectations and levels of accountability for our Academic Support Services areas. The front-line responsibility for working the strategy to improve graduation rates outlined in this report will serve as catalysts for the development of a comprehensive persistence and graduation plan for the University. All academic support programs will be involved in the effort to design this plan from the areas of ACE, CAPS, Student Support Services, Testing, Career Placement, Blackboard, LiveText, and Accelerated Learning. The details of this plan and implementation schedule will be spelled out by July 1, 2015.

Academic Staffing

Staffing for Academic Affairs has been proposed and will be determined through the budgeting process as we plan for the 2015-16 academic year. As we continue to work through the 2014-15 academic year, mission critical positions have been approved for posting by the President. A reduction in workforce is anticipated to bring the University's staffing level in line with current demand.

As the University considers the implementation of the accelerated model in the delivery of instructions for students, the plan will call for the elimination of all developmental education coursework. This means a reduction of as many as eleven non-tenure track

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English faculty members and four non-tenured math faculty members, who teach developmental education courses.

KSU, as a result of its size, has reduced its middle management levels. There is no longer a need for Academic Deans of Colleges. Where appropriate, a reduction in duplication of services for program leadership among the chairs and coordinators has been eliminated. Chairs will be changed from twelve-month appointments to nine-month appointments. Coordinators will be reduced to align with accreditation standards. The University currently has coordinators beyond the limits of accreditation regulations. These coordinators have been eliminated. It is required by the Southern Association of Colleges and Schools (SACS) that coordinators are provided for each academic program and that they possess the credentials in the area of their appointment. Over the years, KSU has expanded the provision of coordinators to programmatic components such as composition coordinator and writing coordinator. These positions will be eliminated with responsibility going back to faculty as a component of their duties.

Performance Evaluation Process

The Comprehensive Faculty Performance Evaluation process at Kentucky State University is outlined as follows in the Faculty Handbook:

FACULTY PERFORMANCE EVALUATION TIMETABLE

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Faculty have begun to engage in the comprehensive performance review process for the 2014-15 academic year. Student evaluations began March 21, 2015, and will end on May 1, 2015 for the spring semester. Student evaluations for fall 2014 have already been distributed to the deans, chairs and faculty members. There were two faculty members scheduled to make application for tenure during fall 2014, prior to the moratorium as set by the KSU Board of Regents. Faculty members that were scheduled for consideration last year were Dr. Erin Gillis and Dr. Stephen Ulrich. Scheduled to apply for tenure during the 2015-16 academic year are Dr. Shambra Mulder (Education/Psychology), Dr. Dean Treadway (Nursing), Dr. McCoy (Nursing), and Dr. Sylvia Mason (Education). Faculty scheduled for 2015-16 review were notified of the need to perform peer reviews pending the decision by the Board of Regents on whether to lift the moratorium.

Faculty members have completed their self-evaluations (SES-1), and are now meeting with their supervisors to complete the administrative reviews. Completed comprehensive assessments are due in the Office of Academic Affairs by April 30, 2015.

Retirements and Resignations

The following resignations have been accepted in Academic Affairs during the spring 2015 semester:

RESIGNATIONS & RETIREMENTS EFFECTIVE END OF 2014-15 ACADEMIC YEAR

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Searches for the following positions are currently underway:

• Dean of the University
• Distinguished Faculty, Public Administration
• Registrar

Post-Tenure Review Recommendations

An inaugural class of tenured faculty were randomly selected to participate in the first round of Post-Tenure review. Dossiers were due on Friday, February 20, 2015. Twenty participants were selected in this first round of reviews.

POST-TENURE REVIEW RECOMMENDATIONS

POST-TENURE REVIEW RECOMMENDATION CLASS OF 2014-15

Wasim AlHamdani Computer Science Deny

Albert Assibey-Mensah Business Deny

John Bator Art Grant

Fariba Bigdeli-Jahed Mathematics Grant

Brett Butler Music Grant

Christopher Daniel Public Administration Grant

G. Todd Davis English Grant

April Fallon English Grant

Bruce Griffiths Biology Grant

Patricia Higgins Education Grant

Michael Kasongo History Deny

Ashok Kumar Computer Science Deny

Mark Shale Whitney Young Grant

Chi Shen Computer Science Grant

Peter Smith English Grant

Karah Stokes English Grant

Reginald Thomas Criminal Justice Grant

Nancy Wallin Biology Grant

George Weick Whitney Young Grant

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Study of Time for Non-Degrees to Graduation and Impact of Late Declaration

The results of a study to determine the completion rates of students by entry level, “major” status and the number of changes in major is outlined below. A review of time to the bachelor’s degree for graduates who completed their requirements from December 2005 to December 2014 was conducted. There were 1,352 full-time students who entered KSU with a major declared from December 2005 – December 2014. The average length of time that it took bachelor-seeking students to complete their degrees was 4.91 years.

FULL-TIME DECLARED MAJORS AT ENTRY

Among the students involved in this analysis, 392 full-time students entered KSU as undeclared majors. The average length of time that it took for these students to complete their degrees was 5.76 years.

FULL-TIME UNDECIDED MAJORS AT ENTRY

There are numerous factors that could influence the length of time it would take a student to complete their degree. It does not matter if the student has declared or not declared a major for most of these factors. Some students change their major numerous times before graduation. For example, a student moving from a non-STEM program to a STEM program would have to go back as far as the general education curriculum to satisfy requirements for the new major. The number of credit hours the student can or is allowed to take each term for financial or academic reasons is another factor.

Kentucky State University has experienced significant reductions in the required credit hours for each of its educational programs over the past three years. Reductions in credit hours from 145 credit hours to 120 credit hours currently exists. Those reductions may or may not be to the student's advantage. It would depend on where he or she is

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in their matriculation. Other factors of influence are the number of developmental education courses that the student may have been required to take or whether the student had to repeat any of those courses.

Nonetheless, an attempt has been made to conduct an analysis of the impact that changes in the student's major makes in their time to degree. Multiple analysis were done on these data. A simple T-test showed that students who enter the University change their majors about 45% of the time. The data also shows that 55% of students during the period continued and graduated in their major of choice.

Diversity Report

Breakdown by Race and Ethnicity of Students by Program

The racial diversity of KSU is well displayed in the top five (based on enrollment) programs. Enrollment in the top five constitutes forty percent of KSU's total student enrollment. The three largest groups of students at KSU by race are blacks (50%), whites (31%) and unknown (13%) of the students. All other categories of racial diversity at KSU represent a small fraction of the student population.

RACES OF STUDENTS BY MAJOR

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Data based on enrollment as of March 27, 2015.

Faculty by Rank Race and Ethnicity

The faculty population by racial diversity is predominately white non-Hispanic and represents approximately 50% of the total faculty. As noted earlier, the data shows that 50% of the student body has identified as black non-Hispanic and 31% has identified as white-non-Hispanic. Based on the difference in the race and ethnicity compositions between the KSU student body and the faculty, it is clear that going forward, KSU must be cognizant of closing the differences in the respective compositions. Likewise, the institution needs to give greater attention to increasing diversity among its faculty and students in attracting other racial and ethnic groups.

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Diversity Focused Professional Development

Faculty members have attended the following professional development workshops, discussions, interactive webinars, and off-campus events/conferences that focused on diversity in the classroom and through instruction:

• How to Increase Your Organization's Competitive Advantage by Increasing Your Cultural Competency held September 2, 2014;
• Appreciative Advising presented by Jennifer Bloom August 19, 2014 at 11 a.m.;
• Building A Strong Network: How First-Generation College-Goers Establish A Foundation For Success, Dr. Paz Maya Olivérez held August 21, 2014;
• Civility in the Classroom, presented by Barbara Frey, Ph.D. (University of Colorado) September 11, 2014 at 11 a.m.;
• Interventions for Teaching Algebra to Secondary Students with Learning Disabilities held September 16, 2014;
• Supporting The Engagement, Learning & Success Of African-American & Latino Male Students, November 4, 2014;
• Using e-Portfolios to Stimulate Identity Change in Underrepresented Minority Community College Students, November 11, 2014;
• Institutional Strategies: Engaging All Learners; Research Association of Minority Professors Conference, February 2015;
• The Student Retention Iceburg (intervening and supporting at-risk students), January 27, 2015;
• How to Build an Effective (and Fun) Culture of Assessment, January 29, 2015;
• 2015 Student Success Summit, March 30-31, 2015;
• Culturally Responsive Teaching – Dr. Shambra Mulder October 28, 2014;
• Understanding Multiculturalism in Today's Classroom: Teaching for Diverse Populations – Dr. Shambra Mulder – November 20, 2014;
• Assessment and Diversity – Dr. Sunday Obi – March 26, 2015;
• Diversity, Cultural Competence and Multiculturalism – Dr. Shambra Mulder – October 16, 2014; and

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• Diversity and Resilience: How to Take What's At the Table and Make It Work – Dr. Sylvia Mason.

Faculty Senate

Definition and Role: The Faculty Senate is the institutional body that represents the voice of the general faculty. Further, the authority of the Faculty Senate emanates from the power of the general faculty and from delegations of authority and responsibility by the Board of Regents. Further, the general faculty, meeting in regular or called session, has the authority to overrule, modify, or negate any action or recommendation of the Faculty Senate.

The Faculty Senate of Kentucky State University exists:

• A.To recommend broad academic policies for the University and to make regulations to implement the academic policies established by the Board of Regents
• B.To approve all academic courses, except in those instances where accrediting agencies require approval of an autonomous curriculum committee
• C.To recommend new graduate, baccalaureate, and associate degree programs and the abolition or suspension of such programs
• D.To establish policies for the academic calendar and to approve the annual academic calendar
• E.To advise the President on criteria and procedures for faculty appointments, reappointments, promotions, and the granting of tenure
• F.To make recommendations to the President on the establishment, alteration, composition, and abolition of educational units
• G.To advise the President on the planning for physical facilities and staff when these may affect the attainment of educational objectives
• H.To recommend to the President conditions for admission to the University and to specific academic programs
• I.To recommend to the President the requirements for specific graduate, baccalaureate and associate degrees
• J.To provide a forum for the expression of opinion on matters relating to the well-being of the University, to provide a means for dissemination of information of interest to the faculty, and to provide a structure for study, planning, and the evaluation of academic programs and practices.

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Process for Populating Committees

The process for populating institutional standing committees is through recommendations. The recommending party may differ according to the position. Recommendations for appointments may derive from either of the following levels and is stated in the faculty handbook - chairpersons, directors, deans, the vice president or the president. In all cases, the president has the authority to accept or reject a nomination by any of these entities.

Below is a chart of academic leadership (chairs, coordinators, etc.) by race, ethnicity and length of service.

Chart of Academic leadership

DEANS BY RACE AND ETHNICITY

CHAIRPERSONS' SALARIES BY RACE AND ETHNICITY

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Faculty Diversity by Program

Faculty diversity in the classroom is not reflective of the diversity among students. Fifty-seven percent of the 148 faculty members reported in the 2014 IPEDS report were white non-Hispanic. There were only 32 blacks representing 22% of the faculty members during this period. This imbalance signals a significant need for more diversity among faculty.

FACULTY BY RACE

• Biology 1 3
• Environmental 2 1
• Mathematics 19 3 7 1 1

Two or

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Data Source: 2014 IPEDS

Faculty with Special Employment Conditions

The following conditions were placed on these faculty members when hired by KSU. Three faculty members were granted conditions that would require them to apply for tenure within a specified time. Two faculty members have completed All But Dissertation (ABD).

Mid-Term Distribution D's, F's this Semester

During spring 2014, there were 1,867 Ds and Fs submitted by faculty members at midterm. Last fall 2014, there were 1,835 Ds and Fs recorded at mid-term by faculty members. The 531 students earning grades of D and F for spring 2015 are down by 9% from the 580 students who received Ds and Fs during the fall 2014 academic semester. As shown in the chart below, the highest number of grades of D and F were issued in four basic disciplines. There were 108 grades of “W” issued at the mid-term point during the spring 2015 academic semester.

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Mid-Term D and F Report

Intervention Strategies for Student Success

Kentucky State University has several academic support services in place for the purpose of helping students who are struggling academically or for those who want to enhance their academic performance. Each semester, a letter is sent to students who have earned a grade of D or F. This year, the letter was modified to include information for students on the various academic resources available along with how to access the programs. There are a wide range of services provided for students regardless of their instructional platform (on-line or in the classroom).

Instructions to all academic support staff consisted of them receiving a list of all students on the D/F/W list. They were instructed to divide the students among the staff and make contact with each of them. Further, they were required to assess the student to determine the issues contributing to their lack of success. Reasons included, but were not limited to, poor attendance, lack of communication with the instructor, lack of readiness to engage in on-line coursework, and the lack of time to complete and submit assignments. A comprehensive report of these findings and interventions is not available at this time. The data will be collected from all academic support areas, analyzed and acted upon by program staff with the development of a report of results at the end of the academic semester. The report will be available by June 1, 2015. Academic service areas participating in this initiative are listed below.

• The Center for Academic Persistence Services (CAPS)
• The Academic Center for Excellence (ACE)
• Student Support Services (SSS)

Course Signals – In an effort to improve the student success rate, the advising office has implemented the use of Course Signals. This is an early intervention software program that provides direct communication from faculty to the unit's academic persistence officers for appropriate interventions for students who are failing classes. Ninety (90) faculty members actively participated in the use of Course Signals by midterm of the spring 2015 semester. These faculty members sent more than 150 signals (messages) to students in over 250 courses through the Course Signal program. The impact of this program on student success will be assessed upon completion of their courses and included in the academic support services evaluation report.

[28]

Proposed Accelerated Learning Program

All students will enroll in accelerated ENG 101 and ENG 103. Students who are not meeting the mathematics benchmarks will enroll in accelerated quantitative reasoning courses linked to the degree pathway of the student. Quantitative reasoning pathways currently are Accelerated College Algebra for students majoring in STEM, psychology, nursing and business. Students in non-STEM disciplines such as education, social sciences and liberal studies will enroll in general math courses.

The curriculum for each course delivers the prerequisite material for students as needed. Partially, for this reason, supplemental instructors will be mandatory and an integral part of the accelerated classes. These classes will meet five days a week instead of the traditional three days a week. Two of the days will be led by the instructional counselors in collaboration with the class instructor.

General Education Integrated Studies (IGS) Requirement

The IGS courses requirements at Kentucky State University were reviewed in a comprehensive effort to reduce the number of hours required in our general education core. The general education core was reduced from 58 to 44 credit hours in 2012. As a result of this work, the IGS requirements of students was reduced by one course. Students are now required to complete three courses (nine credit hours) of IGS coursework.

In comparison with other public universities, the IGS courses would be identified as courses in humanities. The University of Kentucky requires one course in humanities. The University of Louisville requires six credit hours of humanities. Eastern Kentucky University requires a three-credit hour humanities course. KSU requires two to three times as many of these courses than our in-state peer institutions.

SACS Update

Kentucky State University is scheduled for a Substantive Change Visit by the Southern Association of Colleges and Schools on September 29 – October 1, 2015.

Update on Partnership to Enroll State Employees

Kentucky State University has embarked upon an initiative to recruit employees of governmental entities throughout Franklin County and state workers of the Commonwealth of Kentucky. The program offers a 25% discount on tuition to the aforementioned employees. The University is currently marketing the program to the targeted audience.

Spring Graduate Programs Enrollment

Faculty have been engaged in recruitment of graduate students. The table below shows the current enrollment levels in the various graduate degree programs.

[29]

CURRENT GRADUATE ENROLLMENT

Graduate Follow-Up

Academic Affairs is currently developing a comprehensive graduate follow-up program for the University. Currently, only anecdotal information is collected by individual faculty and staff members. This is both inefficient and unacceptable as a valid or reliable data collection process. This was one of the findings of the program review process that was undertaken. There are some programs at the University that systematically collect data by virtue of their external review requirements such as education and nursing. We are considering internal methods as well as external resources to accommodate this need beginning fall 2015.

Number of Recent KSU Graduates Admitted to Law, Medical and Dental School

Academic Affairs is currently developing an articulation agreement with Valparaiso University to develop a 3-2 program at that University for our potential law students.

A comprehensive list of all graduates who have gone to graduate, medical and dental schools is outlined below:

KSU STEM ALUMNI POST-GRADUATE EDUCATION

[30]

Office of Sponsored Research Update

Through February 28, 2015, 60 new awards were received and activated through the OSP which total $19,721,592. These awards will generate $732,244 in Indirect Costs annually through the life of the grants. The three new awards received in the month of February total $295,390. February awards are highlighted in green font.

An additional $16 million in awards were carried over from FY 14 to FY 15. Details are provided in the tables below.

[31]

GRANTS & CONTRACTS AWARDS FY 15 – JULY 2014 THROUGH FEBRUARY 2015

[32]

A4

Agenda Item Background

Background:

According to the Board of Regents of Kentucky State University Bylaws, Article V, Section 1, one of the duties of the Board of Regents is to "...grant diplomas and confer degrees upon the recommendation of the President and faculty."

Recommendation:

Therefore, upon recommendation of the President and University Faculty, the Board is requested at this time to authorize the President to confer the appropriate degrees upon students who have completed degree requirements and are eligible to graduate on May 9, 2015.

Approval

[33]

Kentucky State University Board of Regents Meeting Student Affairs Committee

April 23, 2015

Regent Ekumene Lysonge, Chairperson Regent Travis Haskins Regent Elaine Farris Regent Breana L. Smith Regent David Guarnieri

Dr. Vernell Bennett, Vice President for Student Affairs, Staff

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Student Affairs Committee April 23, 2015 3:00 pm to 4:30 pm Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

MEETING INDEX

MEETING INDEX

• C1 Agenda
• C2 Approval of Minutes
• C3 Executive Summary

[1]

C1

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Student Affairs Committee April 23, 2015 3:00 pm to 4:30 pm Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

AGENDA *****

• I.CALL TO ORDER:
• Regent Ekumene Lysonge, Chairperson
• II.ROLL CALL:
• Dr. Vernell Bennett, Vice President for Student Affairs
• III.OPENING REMARKS:
• Regent Lysonge
• IV.APPROVAL OF MINUTES: Regent Lysonge
• V.EXECUTIVE SUMMARY: Dr. Bennett
• VI.INFORMATIONAL ITEMS: Dr. Bennett SUPPLEMENTARY MATERIALS
• VII.DISCUSSION: Dr. Bennett
• VIII.ADJOURNMENT

[2]

Agenda Item Background

Background:

The minutes of the Student Affairs Committee meeting for January 22, 2015 are attached for review and approval.

Recommendation:

It is recommended that the Student Affairs Committee approve the minutes of the January 22, 2015 meeting.

Approval

[3]

C2

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Student Affairs Committee January 22, 2015 4:00 p.m. to 5:00 p.m. Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

MINUTES *****

Regent Karen Bearden, Board Chairperson, called the Student Affairs Committee meeting of the Kentucky State University Board of Regents to order at 4:00 p.m. on January 22, 2015. Regent Bearden asked the secretary to call roll:

Travis Haskins Present

Breana L. Smith Present

Ekumene Lysonge Not Present

David Guarnieri

Elaine Farris

Not Present Present

A quorum was declared.

Minutes approved.

Dr. Vernell Bennett identified the priorities of the unit as: reclaiming the students; improving customer service; holistic programming; engaging students, faculty and staff; streamlining the Admissions process; reformatting the Open House; integrating student input into programming; developing learning communities in the residence halls and enhancing in-state recruitment via the Thorobred Express.

The meeting was adjourned at 5:00 pm.

Submitted by: ___ Approved by: ___

Dr. Vernell Bennett, Vice President for Student Affairs Regent Ekumene Lysonge, Chairperson Student Affairs Committee

Regent Ekumene Lysonge, Chairperson Student Affairs Committee

_____ Approved with no corrections

Approved with corrections

[4]

C3

Executive Summary

The Office of Student Affairs has been focused on four priorities during this reporting period. They are: recruitment; retention; engagement of students, faculty, staff and alumni; and insuring that the perception of KSU is accurately reflected in our service counties and across the Commonwealth. Remarkable progress has been made toward each goal.

A minimum of two faculty members have represented each academic major on both Thorobred Express stops. Student attendance throughout the convocation series was steady and students were engaged throughout as interviewers, performers and moderators. Alumni were integrally involved in recruiting for the Thorobred Express, especially in Louisville. The alumni are actively involved in the nominating process for the All-Star Alumni Convocation Series. The Thorobred Express evaluations are overwhelmingly positive! The feedback on faculty members who were in the local high school classrooms was extremely positive. Recruitment, retention, student, faculty and staff engagement, and perception were all increased as a result of the Thorobred Express.

The Thorobred Express' inaugural and second stops were very successful for recruitment, student, faculty, staff and alumni engagement and righting KSU's perception. Faculty members have stepped up in grand fashion to share the responsibility for recruitment. Each academic unit had representation on the Express. Faculty members from computer science, nursing and agriculture presented in high school classrooms in Hopkinsville and in Louisville. This very important aspect of the Thorobred Express affords teachers, counselors and administrators in the local school systems an up-close opportunity to witness the caliber of instruction offered on "The Hill."

The Vice President for Student Affairs, Dr. Vernell Bennett, has joined forces with the Growing the Future of Frankfort Committee (GTFOF). GTFOF is a sub-committee of the Frankfort Kiwanis Club. It was this committee that initiated the request for the City and the County to issue a proclamation stating that Kentucky State University is Frankfort/Franklin County's University. This partnership is a strong networking opportunity and excellent conduit to improved community relations with KSU.

Two initiatives are underway that are focused specifically on improving our relationships with our service counties. “Operation Perception Correction” is a focus group of faculty, staff, counselors, teachers, principals and alumni. The dialogue will be focused on improving the perception of KSU and eventually our recruitment in our service counties. Frank dialogue is in order, and the various constituents’ input is vital to accomplishing this goal.

[5]

A “Re-Introducing KSU” luncheon is planned for the fall semester. Principals, guidance counselors and school superintendents will be invited to campus for lunch and a presentation by faculty, students and Admissions staff. There, they will learn about the various KSU resources available to their students while in high school and as prospective Thorobreds. Information about KSU’s Pre-College Initiatives (PCIs), dual credit opportunities, and various academic scholarships available to freshmen and transfer students will be a part of the presentation.

The Office of Student Affairs hosted the Fifth Third Bank E-bus on March 17. KSU students were able to meet with credit counselors for one-on-one advice, received a free credit report, applied for employment and attended financial workshops in the mobile classroom.

The Living African American Legends convocation series was a rousing success. Speakers were featured each Tuesday and Thursday throughout the month of February. Regents Whitehead and Henry were slated as speakers. Unfortunately, Regent Henry's convocation was canceled due to inclement weather. KSU students were engaged throughout the series as interviewers, program participants, and musical entertainment. Students were able to pose questions to the speakers in person and via the Thorobred Express' Twitter account. The addition of social media for students to pose questions to the speakers was well received. Attendance at the series ranged from 300+ to 500+ attendees.

The Office of Student Affairs will be sponsoring a Celebration of Scholars outing each semester to recognize students who earn a spot on the Dean's List. This semester, forty-two Dean's List scholars from the fall will be attending the Broadway touring show of Sister Act at the Lexington Opera House.

The Office of Student Affairs has undertaken two campaigns to improve customer service and student engagement. They are, “Student Life Support” and the “How’d I Do?” campaigns. The “Student Life Support” campaign encourages students to participate in planning Student Life programming. To date, more than 40 Event Suggestion Forms have been submitted. Many of those events have been incorporated into the programming for the 2015-2016 academic year. The “How’d I Do?” campaign encourages students to complete an online survey that rates customer service on campus. That online survey was launched on March 24. The results received thus far are complimentary of customer service received in the One Stop Shop. A detailed data analysis will be provided in the next Board Report.

[6]

The Spring Open House was held on March 28. The theme was, “I Am KSU, You Can Be Too!” The Open House format was restructured, and the following goals were set and met: (Results are in red.)

• Attendees will complete evaluation forms on-site or electronically. Evaluation forms were available in paper and electronic formats. Booths were set up with laptops for paper and electronic submission. One hundred three evaluations were submitted.
• Seventy-five percent of attendees will rate their experience as “satisfied” or “very satisfied”.

96% reported that they were “satisfied” or “very satisfied” with their experience.

• Current high school students who are involved in KSU pre-college initiatives or dual credit learning will be featured. Miss Lakyn Miller, Franklin County High School senior and Upward Bound student; KSU Class of 2019
• Attendees who have submitted Intent to Enroll forms will be recognized. Done. Furthermore, Presidential Scholars who submitted Intent to Enrolls were recognized, and it was reported that the highest ACT composite was 34 and the highest GPA was 4.5.
• Three hundred (300) students will register to attend the Spring Open House. 339 registered
• Twenty-five percent of senior prospective students attending will submit an application for admission for the fall semester. 70% of the seniors who registered for the Spring Open House applied for admission.

The Thorobred Express stops have been identified for the fall semester. The Express will stop in Eastern Kentucky, Lexington and Elizabethtown. The first stop is tentatively scheduled for September 4 in Elizabethtown.

The Office of Student Affairs has solicited the participation of alumni for the inaugural All-Star Alumni Convocation Series to be held annually during the month of October. Alumni have been requested to submit nominations of alumni to speak each Thursday in October. A panel of students, alumni and the Vice President for Student Affairs will choose the finalists. The speakers for this inaugural series will be determined by August.

[7]

The Office of Student Life

The Office of the President sponsored a convocation series in celebration of Black History Month. The Office of Student Life distributed evaluations for each convocation to gauge student opinion. Participants were asked to rate their impression of the programs using a scale of 1-5 with a “1” being least satisfied and “5” being most satisfied. In an effort to secure more evaluations in the future, Student Affairs will ask faculty and residence hall managers to collect evaluations from the students that they bring to the convocations. The average number of evaluations received per convocation for the convocation series was 18. Their ratings were as follows:

[8]

Programming Costs for the 2015-2016 Academic Year:

2014

8/21/2014 Open House Giveaways $550.00

8/26/2014 Welcome Week Extravaganza $340.00

8/28/2014 Kickball Tournament $1,000.00

Total August $1,890.00

9/3/2014 MIP/Hazing Seminar $1,600.00

9/4/2014 Pep Rally $610.00

9/4/2014 Stadium Clean-Up $17.00

9/5/2014 Chopped Cook-Off $350.00

9/6/2014 Karaoke Night $790.00

9/18/2014 Freshman Bowling Night $1,850.00

Total September $5,217.00

10/4/2014 Circle City Classic $11,539.55

10/15/2014 Faculty/Staff vs. Student Game $365.00

10/18/2014 Homecoming Game Giveaways $950.00

Total October $12,854.55

11/18/2014 Junior Class Game Night $450.00

11/20/2014 Coffee House Poetry Slam $3,500.00

Total November $3,950.00

Total Fall 2014 Speakers $4,350.00

2015

1/23/2015 Chopped $1,100.00

1/27/2015 Hasan Davis Convocation $1,500.00

Total January $2,600.00

2/1/2015 Super Bowl Party $350.00

2/10/2015 Umdabu South African Dance Company $2,300.00

Total February $2,650.00

Fashion Show 2015 $4,282.48

Men's/Women's Conference Speakers $4,567.50

Celebration of Scholars Outing $1,425.00

Total March $10,274.98

Total Homecoming Events $93,420.75

Total Programming $137,207.28

[9]

The Office of Admissions

The Office of Admissions is projecting a first-time freshman fall enrollment of 200-250. A number of circumstances affected fall recruitment. They included: the discontinuation of out-of-state recruitment, the discontinuation of destiny/legacy funding, non-participation of Admissions counselors in out-of-state college fairs that typically yield 200-300 applications, and a decrease in the number of full-time counselors.

An accelerated learning program will be offered for the students who were accepted as conditional admits. This program embeds math and English remediation into a 100 level course, thus allowing students to remain on track in their matriculation. The courses are 4 credit hours and include two hours of mandatory supplemental instruction.

Scholarships Offered, Accepted and Pending Analysis

The following represents the continuing awards and the scholarships accepted for the fall of 2015:

*= The current recipient no longer qualifies. The award will go to a new recipient. $682,519.92 currently do not meet their scholarship criteria. They are not included. If they were, the continuing awards alone would be $2,510,597.77

[10]

Fall Admissions Report as of March 27

The following represents the number of applications received for admission in the fall of 2015. The projection for the fall 2015 overall enrollment is 1,500-1,600.

Weekly Report on the Status of Incomplete Applications as of April 3

The Office of Admissions has identified the following strategies to develop/maintain excellent relationships with high schools in our service counties:

• Meet with guidance counselors one-on-one when admissions counselors make high school visits
• Have the Director of Admissions meet with local/service area guidance counselors
• Schedule more individual visits at local and service area schools
• Provide a packet of information about KSU to guidance counselors/high schools
• KSU gifts for guidance counselors
• Host a guidance counselors' conference for local and service area to provide information about KSU and why their students should attend

[11]

• Recruit President Burse and Dr. Bennett to join the Director of Admissions for select high school visits to speak with the principal, guidance counselors and students about KSU

The Office of Admissions contacted 50 of the 63 high school and middle school students who attended the Louisville Thorobred Express stop and expressed a desire for an Admissions representative to contact them. The remaining students are currently being contacted. One hundred five students completed evaluations.

The Office of Admissions and other Student Affairs staff have been contacting accepted students who have not yet submitted Intent to Enroll forms. The form is now accessible on-line and can be submitted electronically. Expediting the submission of Intent to Enroll forms and contacting prospective students will prove helpful when projecting future enrollment. Summary of efforts thus far to contact accepted students via telephone:

Fall 2013 High School GPA and ACT Scores of Enrolled Students

The following data represents test scores for in-state and out-of-state students:

The following data represents the retention rates for in-state and out-of-state students:

Fall 2013 to Spring 2014 Return Rate Fall, First-Time, Full-Time, Bachelor Degree Seeking Student as of Census Date.

[12]

The following data represents test scores for in-state and out-of-state students:

Fall 2014 High School GPA and ACT Scores

Fall, First-Time, Full-Time, Bachelor Degree Seeking Student as of Census Date

The following data represents the retention rates for in-state and out-of-state students:

Fall 2014 to Spring 2015 Return Rate

Fall, First-Time, Full-Time, Bachelor Degree Seeking Student as of Census Date

The following data represents test scores for in-state and out-of-state students:

Preliminary Fall 2015, First-Time, Full-Time, Bachelor Degree Seeking Students as of 3/26/2015 ACT Scores

[13]

Fall Recruitment Plan

Events

1. Fall Open House – Date TBD but looking at a date early in the fall semester, possibly September 19 or October 24
2. Three Thorobred Express Events – one in Elizabethtown (date has already been tentatively set for Friday, September 4); one in Lexington (conversation has already occurred with alumni and Ms. Clay to look for a venue and set a date); and one in Eastern Kentucky (conversation has occurred to select the most advantageous city to host the event); all dates will be on Fridays.
3. Service County Day on campus – an event to invite all of the students from our service counties
4. Guidance Counselors Conference – an event to host high school guidance counselors to provide information about KSU
5. Fall Transfer Day – possibly an evening event
6. Form a partnership with departments on campus to assist with recruiting students for a specific major. Also, when they have groups on campus, have an admissions representative come and speak with the group and provide admissions recruitment materials

College Fairs and High School Visits

7. Attend all (or as many as feasible possible) college fairs on the Kentucky Association for Admissions Counseling (KYACAC) travel calendar
8. Attend select Infinite Scholars college fairs
9. Look at attending NACAC's National College Fairs in select locations that would be advantageous for the University (i.e., cities such as Chicago, Charlotte or Atlanta)
10. Look at attending other out-of-state college fairs that have proven to be advantageous for the University. Alumni could assist with these fairs.

High School Visits and Follow-Up

11. Schedule individual high school visits at local, service county and other high schools to recruit students
12. Follow-up and stay in touch with students after college fairs and high school visits via email and telephone to stay in contact through the entire recruitment cycle
13. Follow-up and stay in touch with admitted students via email or phone calls through the entire recruitment cycle
14. Follow-up and stay in touch with scholarship candidates and awardees via email and telephone throughout the entire recruitment cycle

[14]

The Betty White Health Center

Student Health Services serviced 500 students for unduplicated services during the reporting period.

Eighteen students received regular counseling during the reporting period. Sixteen were self-referrals and two were referred by faculty/staff.

The Health Center held STD screenings as part of Phi Beta Sigma Fraternity Incorporated's Greek Week Sexual Health Awareness Day.

Health Center Activities

The Office of Financial Aid

Statistics for 2014-15 Year- Financial Aid Processing

4,641 individuals

1,848 individuals 577 completed the process Individuals

1,724 students

*- disbursed aid through the Financial Aid processes. Does not include external sources or waivers.

[15]

Spring 2015 Statistics

Spring 2015 Statistics

Number of students currently enrolled and awarded 1,427

Number of students currently enrolled but still incomplete, missing documents or ineligible for federal aid 16

• Number of students currently enrolled but still

Number of students currently enrolled but on SAP 10

• Number of students currently enrolled but on SAP

Percentage of Students Receiving Institutional, Federal and State Financial Aid 69.6%

Number of students placed in FWS 127 (120 have FWS earnings)

• last update: (College Goal KY, Student Mid-Term

How many outreach workshops presented since last update: (College Goal KY, Student Mid-Term Academic Assistance Workshops, Financial Literacy Workshops in residence halls) 11

How many conferences FA went to since last update: (Southern Association for Student Aid Administrators Conference; KHEAA Support Staff Workshop) 2 conferences - 3 attendees

Statistics for 2015-16 Year- Financial Aid Processing

Overall Statistics as of April 3, 2015

2,132 individuals

1,074 individuals

In process of New Student packaging - to be completed by April 10.

[16]

Career Counseling and Placement January – April 2015

PLACEMENTS

CITY/STATE UNDERGRADUATE

JANUARY

KY Dept. of Corrections Frankfort, KY Intern

Mt. Sterling Youth Sports Program Mt. Sterling, KY Intern

KSU External Relations Frankfort, KY Intern

KY LRC Frankfort, KY Intern

Rack Room Shoes Frankfort, KY Intern

KY LRC Frankfort, KY Intern

KY LRC Frankfort, KY Intern

KY State Police Frankfort, KY Intern

KY Army National Guard Frankfort, KY Intern

UK Hospital Lexington, KY Intern

Jesse's Art Gallery & Custom Frames Frankfort, KY Intern

Walmart Frankfort, KY Intern

KY LRC Frankfort, KY Intern

FEBRUARY

KY Education Credit Union Frankfort, KY Intern

Frankfort City Police Frankfort, KY Intern

Frankfort City Police Frankfort, KY Intern

Frankfort State Journal Frankfort, KY Intern

MARCH

City of Frankfort Public Works Frankfort, KY Intern

[17]

GRADUATE PLACEMENTS

CITY/STATE

JANUARY

Indianapolis Public School Graduate/Counselor Indianapolis, IN

KY Disability Determination Graduate/Adjudicator Frankfort, KY

Morning Pointe Assisted Living Patient Assistant Frankfort, KY

Homestead Healthcare Patient Assistant Frankfort, KY

State of Illinois Circuit Court Graduate/Parole Officer Chicago, IL

Walmart Corp. Graduate/Computer Programmer Little Rock, AR

KY Promising Youth Center for Excellence Frankfort, KY Counselor

YMCA Youth Counselor Frankfort, KY

FEBRUARY

The Academy Graduate/Teacher Frankfort, KY

Jackson & Hewitt Frankfort, KY Tax Examiner

ACTIVITIES August 2014 – April 2015

AUGUST

Met with representative from Lowe's - Discussed Women's Leadership Summit Met with representative from Morehead State University - Discussed the alternative Teaching Program Met with representatives from Kentucky Teachers Network - Discussed possibility of hosting the Teachers' Fair Resume Workshop – Two students attended Mock Interview – Conducted 1

SEPTEMBER

Resume Workshop – Seven students attended

Young Hall Resume' Seminar September 16 & 17 - Four students attended

Women's Leadership Summit September 25, 2014 - 20 students attended

UNV Seminar September 29, 2014 - Career Awareness, fifteen students attended

[18]

OCTOBER

Resume Workshop – Four students attended Career Fair – October 30, 2014

NOVEMBER

Kentucky State University Open House Resume Workshop – Thirteen students attended Mock Interviews – Conducted 3

DECEMBER

UNV Seminar December 1, 2014 Career Awareness - Fifteen students attended Mock Interviews – Conducted 5 Resume Workshop – Six students attended Mini Reality Store – December 4, 2014 Talked with students about the importance of education

JANUARY

Resume Workshop - Five students attended Thurgood Marshall Informational January 28, 2015 - Thirty students attended

FEBRUARY

Young Hall Resume Seminar February 25, 2015 - One student attended Resume Workshop – Nineteen students attended

MARCH

University of Louisville Graduate Visitation program March 6, 2015 - Canceled due to inclement weather (Four students signed up to participate.) Operation Preparation March 12 & 13, 2015 - Talked to 30 students about Career Goals Thurgood Marshall Interviews March 17, 2015 - Interviews were rescheduled to Thursday, April 23, 2015 Thorobred Express March 18, 2015 - Talked to 20 students about Career Counseling & Placement Upward Bound March 21, 2015 - Conducted 20 mock interviews Teachers' Fair March 24, 2015 - Three students attended Kentucky State University Open House March 28, 2015 - Talked to 25 students about Career Counseling and Placement and Kentucky State University Resume' Workshop – Met with 11 students Job Development – Met with a representative from Hillenmeyer Nurseries about job opportunities Job Development – Met with representatives from Lowe's about potential collaboration events and employment opportunities

[19]

APRIL Career Fair - April 16, 2015 Hosted Central Intelligence Agency Monday, April 20, 2015 Career Awareness collaboration Criminal Justice Department

Strategies to insure that students are prepared to meet the expectations of employers:

• The Career Counseling and Placement Office conducts seminars for the UNV classes and provides students with a plan on successfully gaining employment after graduation.
• Resume' seminars conducted in the dorms
• Resume' seminars conducted in the classrooms
• Mock interview sessions
• Etiquette seminars
• Senior Week includes the following seminars: Dress for Success, Resume Writing, The Perfect Cover Letter, How to Apply for Jobs, and Attending Graduate School
• A career guide that provides samples of resumes, cover letters, thank you letters, proper dress, how to research an employer and interview questions
• Career fairs and college fairs on campus and in the region
• Workshops on the implications of using drugs and how usage affects securing employment
• Workshops on the importance of the credit score and a good driving record
• Workshops on the importance of background checks and how felonies affect job placement

The Office of Career Planning and Placement (OCCP) provides students with a “Jobs” link on the KYSU website. There, they can search for internships and part-time and full-time jobs. There are additional links under the Student Resources section of the OCCP webpage. Positions are also posted on Student Announcements and Public Announcements. All positions pertaining to each department are circulated to deans and chairpersons.

MAJOR JOB PLACEMENT POSITION

Accounting Kroger Management Trainee

Mass Communication LG&EKY Utilities Public Relations

Business Administration Lowe's Management Trainee

Business Administration Commonwealth Credit Union Teller

[20]

Business Administration Best Western Hotel Desk Clerk

Accounting Fifth Third Bank Accountant

Education Jefferson County Public Schools Teacher

Education Jefferson County Public Schools Teacher

Computer Science Capital Cellars Computer Assistant

Early Childhood Old School Daycare Child Care Attendant

Education Old School Daycare Child Care Attendant

Criminal Justice Frankfort City Police Citation Officer

Criminal Justice Kroger - Loss Prevention Loss Prevention Officer

Liberal Studies Sam's Club Management Trainee

Computer Science Frankfort Chamber of Commerce Computer Assistant

Business Administration U.S. Food & Drug Administration Research Assistant

Criminal Justice Meritor, Inc. Security Guard

Mass Communication Franklin County Public Schools Substitute Teacher

Business Administration Dress Barn Department Store Sales Clerk

Business Administration KY Independent Choices Administrative Assistant

Computer Science State Farm Insurance Co. Computer Assistant

Public Administration ACS Personnel Administrator

Education Frankfort YMCA Child Care Counselor

[21]

Business Administration KY Department of Transportation Claims Specialist

Business Administration Colgate Trainer

Computer Science Frankfort Regional Medical Center Computer Assistant

Psychology T.J. Maxx Department Store Cashier

Childhood Education Community Choices Counselor

Business Administration Anderson County Cable Services Administrative Assistant

Computer Science KY Commonwealth Office of Technology Computer Assistant

Business Administration Federal Highway Administration Finance Trainee

Business Administration Lowe's Cashier

Elementary Education Old School Daycare Child Care Attendant

Physical Education Franklin County Public Schools Teacher

Public Administration Frankfort Community Action Counselor

Mass Communication Federal Highway Administration Community Specialist Trainer

Business Administration Sam's Club Management Trainee

Criminal Justice City of Frankfort - Police Dept. Citation Officer

Public Administration Frankfort Regional Medical Center Desk Clerk

[22]

Political Science TSA - Bluegrass Airport Security Guard

Business Administration Commonwealth Credit Union Teller

Mass Communication Meritor, Inc. Administrative Assistant

Computer Science State Farm Insurance Co. Computer Assistant

Computer Science The Woolery Computer Assistant

Computer Science University of Kentucky Computer Assistant

Business Administration Lowe's Cashier

Public Administration Kraft Foods Management Trainee

Criminal Justice Maurice's Department Store Cashier

Education Cedar Point Amusement Park Sales Clerk

Computer Science KY Commonwealth Office of Technology Computer Assistant

Computer Science Capital City Insurance Computer Assistant

Business Administration U.S. Food & Drug Administration Research Assistant

Business Administration Commonwealth Credit Union Teller

Special Education Fayette County Public Schools Teacher

Psychology Farmers Home Association Administrative Assistant

Public Administration Social Security Administration Adjudicator

Computer Science ACS Computer Assistant

Physical Education Shelby County Schools Teacher

[23]

[24]

Business Administration Dillard's Department Store Management Trainee

Criminal Justice YMCA Black Achievers Counselor

Physical Education Frankfort YMCA Counselor

Business Administration Commonwealth Credit Union Teller

Computer Science KY Corrections - Parole Board Computer Analyst

Business Administration USDA Rural Development Administrative Assistant

Mass Communication B96 Radio Station Board Controller

Education Jefferson county Public Schools Teacher

Business Administration Lowe's Customer Service Representative

Criminal Justice Frankfort City Police Officer

Business Administration Walgreen's Cashier

Graduate School Placements

2009

Cambridge University - 1 Cleveland State University - 1 Eastern Kentucky University - 5 Louisville Presbyterian Seminary - 1 Morehead State University - 1 National Lewis University - 1 Prairie View A&M University - 2 Tennessee State University - 2 Texas Woman's University - 1 University of Cincinnati - 1 University of Dayton - 1 University of Kentucky - 15 University of Louisville - 6 University of Tennessee - 1 Western Kentucky University - 2 Wright State University - 2

[25]

2010

2010 Arizona State University - 1 Florida State University - 1 Georgetown College - 2 Georgia State University - 1 Eastern Kentucky University - 2 Indiana Wesleyan University - 1 Kentucky State University - 40 Life University - 1 Loyola University - 1 Northern Kentucky University - 1 Tennessee State University - 1 University of Kentucky - 3 University of Chicago - 1 University of Cincinnati - 1 University of Findlay - 1

2011

Argosy University - 1 Asbury College - 1 Case Western Reserve University - 1 Cleveland State University - 1 Eastern Kentucky University - 1 Georgia State University - 1 Indiana University, Purdue - 2 John Carroll University Heights - 1 Kentucky State University - 46 Palm Beach Atlantic University - 1 Spaulding University - 1 Tennessee State University - 2 University of Alabama - 1 University of Cincinnati - 3 University of Kentucky - 20 University of Louisville - 12 Vanderbilt University - 1 Western Kentucky University - 3

2013

Alabama State University - 1 Auburn University - 1 Bowling Green State University - 1 Chicago State University - 1 Cleveland State University - 1 Eastern Illinois University - 1 Eastern Kentucky University - 1 Florida International University - 1 Frontier College - 1 Georgia State University - 1

[26]

Jackson State University - 1 Kentucky State University - 39 North Carolina Central University - 1 Roosevelt University - 1 Simmons College - 1 Spaulding State University - 2 Palmer University - 1 University of Cincinnati - 5 University of the Cumberland's - 1 University of Kentucky - 13 University of Louisville - 6 University of Massachusetts - 1 University of Michigan - 2 University of Texas, Tyler - 1 University of Wisconsin - 1 Walden University - 1 Western Kentucky University - 3

2014

Argosy University - 1 California State University - 1 Case Western Reserve University - 2 Chicago State University - 1 Cleveland State University - 1 College of Charleston - 1 Eastern Kentucky University - 5 Erikson Institute - 1 Howard University - 2 Kent State University - 1 Kentucky State University - 38 Michigan State University - 1 Middle Tennessee State University - 1 Murray State University - 1 Northern Kentucky University - 2 Ohio State University - 1 Rice University - 1 Rush University - 1 Savannah College of Art & Design - 1 Scotland School of Business - 1 University of Cincinnati - 2 University of Illinois - 1 University of Kentucky - 7 University of Louisville - 7 University of Michigan - 1 University of North Carolina, Greensboro - 1 University of Reno - 1 University of Southern California - 2

[27]

University of Toledo - 1 Xavier University - 1

[28]

The Office of Residence Life

Housing Status for Spring 2015

Residence Hall Total Bed Capacity # of Occupied Beds # of Vacant Beds # of Beds Offline Occupancy Rate

Chandler Hall 114 90 0 90 20 0 20 4 78.95%

Combs Hall 106 0 88 88 0 18 18 0 83.02%

Hunter Hall 102 26 54 80 8 12 20 2 78.43%

Kentucky Hall 136 102 0 102 24 0 24 10 75.00%

McCullin Hall 97 50 27 77 15 3 18 2 79.38%

The Halls 319 0 0 0 0 0 0 319 0.00%

Young Hall 150 60 72 132 8 10 18 0 88.00%

Total 1,024 328 241 569 75 43 118 337 55.57%

Females Males Total Females Males Total

One-Stop Shop

[29]

Kentucky State University

Board of Regents Meeting Finance Committee

April 23, 2015

Regent LaVaughn Henry, Chairperson Regent David Guarnieri Regent Syamala Reddy Regent Charles Whitehead

Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities, Staff

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Finance and Audit Committees April 23, 2015 10:30 am to Noon ian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

MEETING INDEX

• B1 Minutes of October 24, 2014 and January 22, 2015
• B2 Executive Summary
• B3 Action Item: FY16 Tuition and Fees
• B4 Budget vs. Actual and Unaudited Comparative Financial Statements
• B5 Banking Information
• B6 Human Resource Services Update
• B7 Supply Chain Summary and Letter to Vendors
• B8 Facilities Summer 2015 Update Plan

[1]

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Finance and Audit Committees April 23, 2015 10:30 am to Noon Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

AGENDA *****

• I.CALL TO ORDER:
• Regent LaVaughn Henry, Chairperson
• II.ROLL CALL:
• Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
• III.OPENING REMARKS:
• Regent Henry
• IV.APPROVAL OF MINUTES: Regent Henry
• V.EXECUTIVE SUMMARY REPORT: Mr. Pinkard
• VI.ACTION ITEMS: Mr. Pinkard FY16 Tuition and Fees
• VIII INFORMATIONAL ITEMS: 1. Budget vs. Actual and
• Budget vs. Actual and Unaudited Financials
• Banking Information Update
• Human Resource Services Update
• Supply Chain Summary and Letter to Vendors
• Facilities – Summer 2015 Update Plans
• Mr. Pinkard
• VIII.DISCUSSION:
• VIII.The quick brown fox jumps over the lazy dog.
• Mr. Pinkard
• IX.ADJOURNMENT

[2]

Agenda Item Background

Background:

Due to not having a quorum at the January 22, 2015 Finance and Audit Committees meeting, the October 24, 2014 minutes could not be approved. The minutes of the Finance and Audit Committees meeting for October 24, 2014 and January 22, 2015 require approval in order to become an official part of the committee records.

Recommendation:

It is recommended that the Finance and Audit Committees approve the minutes of the October 24, 2014 and January 22, 2015 joint meetings.

Approval

[3]

B1

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Finance Committee and Audit Committee October 24, 2014 10:15 am to 11:00 am Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

MINUTES *****

Regent Charles Whitehead, in the absence of Regent LaVaughn Henry, Chairperson, called the Finance and Business Committee and the Audit Committee meeting of the Kentucky State University Board of Regents to order at 10:34 a.m. on October 24, 2014. Regent Whitehead asked the secretary to call roll:

LaVaughn Henry Not Present Syamala Reddy Not Present

Karen Bearden Present Charles Whitehead Present

Mindy Barfield Present Ekumene Lysonge Present

David Guarnieri Present Travis Haskins Present

Elgie McFayden Present Breana L. Smith Not Present

A quorum was declared.

I. Approval of Minutes

Action: Motion to approve the minutes from the July 25, 2014 Finance and Business Committee was made by Regent Whitehead and seconded by Regent Barfield. The minutes stand approved as presented.

Regent Whitehead recognized Ms. Martin to carry the discussion forward.

II. Vice President's Report

Executive Summary Narrative

Deborah Martin, Interim Vice President Finance Administration gave an overview of the Executive Summary. Ms. Martin stated that on the revenue side the fall tuition has a shortfall of $1.66 million versus budgeting, fall housing shortfall about a half million dollars and student tuition/fees is down $2.8 million from prior years. On expenditures to date, we have gone through 25% of the budget, expenditures are at 20.56% of the approved budget. She stated that we have an operating loss as of September 2014 of $2.7 million versus $1.4 million in 2013 and an increase in net assets of $8 million versus $8.9 million in 2013. Regent Whitehead questioned as to how we are going to make up the shortfall. President Burse stated that he had a budget reduction plan that he would give to the Board in the afternoon session.

[4]

President instructed Ann Knotts, Director Budget Policy and Planning to distribute copies of the reforecasted budget plan to the committee. Regent Guarnieri inquired as to what the difference was between the $2.1 million and $813,644 in other sources listed under other revenue in the reforecasted budget plan. Ms. Knotts stated that it consisted of indirect costs recovery, nursing lab fees, homecoming fees, scholarships through endowments and student activity fees. She stated that with enrollment going down these will also go down.

Regent Whitehead inquired if 235 is the number of students we are going to lose because they were unable to pay their first installment. President Burse stated that the 235 students are those who were on a payment plan but didn't make their first installment. Mrs. Martin stated that she had just received an updated number this morning. She further stated that the Bursar's Office worked with Enrollment Services and Residence Life to notify students who were on a payment plan but didn't make their first installment and students who had their payments returned by the bank. President Burse referred to the financial plan that was distributed and stated the $1.6 million is the amount owed by students with PIO's and the $2 million is the amount owed by students without PIO's. He said he had Ms. Knotts add in the $3 million which leaves a $6.7 deficit to show what the potential could be. He further stated that we are collecting some of the money even as we speak.

Regent Whitehead asked about the agreement with the state to assist with some of the collection. President Burse stated there has not been a single account sent to them. Regent Guarnieri stated that they were told the first 80 or 120 had been sent. President Burse said he had a meeting with the Revenue Cabinet Secretary. One of the problems was that our data feed and their data feed didn't match and then they changed their system. The Revenue Commissioner has agreed to help us get in the front of the line when their system gets turned back on. KCTCS will assist us in making certain our data is in the proper format so it can be received by Revenue and Revenue has agreed that we will become their priority. Ms. Martin stated that Revenue has contacted our IT department.

Regent Whitehead inquired if the $800,000 expenditure allowed for bad debt was large enough. Ms. Martin stated that they were going to review bad debt expenses quarterly instead of annually as had been done in the past.

III. Audit

Crissy Fiscus, Director of Assurance Services with Dean Dorton Allen Ford provided an overview of the 2014 audit. She stated that total assets are roughly 124.4 million and has declined from prior year roughly five million, total liabilities are consistent with the prior year and the total net position is 110 million. She also stated that total overall operating revenue was 38.7 million and total operating expenses were 73.3 million. She also informed the committee that due to recent pronouncements and a GASB amendment, going forward the university's portion of state pension liabilities will have to be reported in the financial statements.

[5]

Ms. Martin stated that the annual closing package and audit reports were submitted to the Finance and Administration Cabinet on October 15th.

IV. AUDIT COMMITTEE - External Audit Report

President Burse directed the Board members to the External Audit Report of Tronconi Segarra and Associates that was included in the Board package. He stated that the report lays out what they are going to do and that findings are not reported. Per the President, in his conversation with the auditor he was told that the process and procedure had been that as the auditors collect findings and they shared them with the university staff to get a response. Once all had been collected they were given to the President. At that point they are provided to the Board. President Burse stated he told the auditors that he never knew of any audit process that worked that way. He further stated that going forward the process and protocol will be different. He informed the auditors that as findings are found they should be shared with the Board at that point in time and then given to staff and administrators. President Burse informed the committee that the auditors will be on campus next week and when they are finished with the findings they will share them with him and he will immediately share them with the Board.

Melinda Impellizzeri, Special Assistant to the President, gave a summary of the Preliminary Audit Report of Tronconi Segarra and Associates. Ms. Impellizzeri stated that she, Mrs. Martin and Mrs. Conner uncovered quite a few observations with the reconciliation of student balances while trying to better understand the shortfall. She stated that there seemed to be gaps between processing in various functions. This information was shared with President Burse with a request to have the external auditors perform a special audit. Ten students were randomly chosen for the Special Audit and the audit findings show in every area a lack of processes, unknown processes, missing processes and contradictory processes. Ms. Impellizerri stated that as directed by President Burse we have undertaken a project to process map every area, re-educate everyone in the university and make sure it is an integrated process so we no longer work in silos and that we are supporting the goals of the university. Ms. Impellizzeri informed the committee that the auditor's full report will be delivered next week which will include examples of process findings and recommendations.

President Burse spoke about several issues with the Banner system. He informed the committees that work on the contract with Banner had been initiated but we are at an impasse with Ellucian because he insisted on inclusion of a provision in the contract that states what Ellucian advertises that Banner does should be included in the contract and Ellucian has balked. President stated that we are struggling through with Banner but at the same time we are looking at other vendors who are at a fraction of what we were going to pay Ellucian to fix Banner.

[6]

V. Approval of Minutes

Action: Motion to approve the minutes from the July 25, 2014 Audit Committee was made by Regent Farris and seconded by Regent Whitehead. The minutes stand approved as presented.

VI. Approval of External Audit Report

Action: Motion to approve the External Audit Report was made by Regent Bearden and seconded by Regent Haskins.

VII. Adjournment

Motion to adjourn the Finance and Audit Committees was made by Regent Whitehead and seconded by Regent Guarnieri. The Finance and Audit Committees adjourned at 11:30 am.

Submitted by: ___ Approved by: ___

Ms. Deborah Martin, Interim Vice President for Finance Administration Regent LaVaughn Henry and Regent Mindy Barfield, Chairpersons

Finance and Audit Committees

Approved with no corrections

Approved with corrections

[7]

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Finance Committee and Audit Committee January 22, 2015 2:30 pm to 4:00 pm Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

MINUTES *****

Regent LaVaughn Henry, Chairperson, called the Finance Committee and Audit Committee meeting of the Kentucky State University Board of Regents to order at 2:40 p.m. on January 22, 2015. Regent Henry asked the secretary to call roll:

LaVaughn Henry Present David Guarnieri Not Present Syamala Reddy Not Present Mindy Barfield Not Present

Charles Whitehead

Karen Bearden

Travis Haskins

Elaine Farris

Not Present Present Not Present Present

A quorum was not declared.

I. Approval of Minutes

Action: Motion to approve the minutes from the October 24, 2014 Finance and Audit Committee was made by Regent Whitehead and seconded by Regent Farris. The minutes could not be approved since there was no quorum.

Regent Henry recognized Mr. Pinkard to carry the discussion forward.

II. Vice President's Report

Vice President Pinkard gave an overview of the Executive Summary. He introduced Mr. Paul Edwards as the Director of Accounting.

Inventory

Mr. Pinkard stated that a physical inventory of the University's fixed assets has been a big concern for his team. Per Mr. Pinkard, no physical inventory was done in the month of December due to quite a few things that were happening at that point and time. A physical inventory was started in January with the assistance of Facilities Operations and Maintenance Services to make certain that we can get the reach necessary to get this done more quickly and differently than we have done before. He stated that nine of sixty-four buildings have been completed and the project should be fully completed by the end of March or early May.

[8]

Enrolled Students

Vice President Pinkard stated that we have roughly 1,900 students enrolled, but we have to validate the status of enrollment. He stated that he and his team will be meeting with all of our collections agencies to review what they are doing for the university. They will be going through a value proposition that they present to us versus the money we pay. He further stated that we are significantly too lenient, we can do this professionally, respectful and with good decorum with all of our students and all others that have a liability with the university. Vice President Pinkard stated the mission the team has on the table is to not do anything that does not generate value. We will access completely whether it has merit or not. He further stated that if we are spending money with the intent of doing something well versus measuring and understanding whether it is good for the university or not, we are going to stop those activities and pursue something more valuable for our money. Vice President Pinkard stated he and Ms. Impellizzeri have met to discuss how to deliver better controls of the different stages of registration and validate what comes to the finance office. Vice President Pinkard stated that there are some serious process changes that need to be made after some of the issues with the Bursar's office. He stated that quite a few resources have been put in place. Regent Henry thanked Mr. Pinkard for the significant overview.

Other Items

Regent Henry requested Vice President Pinkard to explain the state of affairs for finance operations. Vice President Pinkard stated there is a 30% issue in the budgeting process, 20% issue with accounting processes making certain of accurate coding of all that we do, so we can measure and be able to act on it if it exceeds the budget, 30% issue in trend reporting which does not happen with the density that is needed in penetrating all that we do here and 20% issue with waste. Mr. Pinkard stated that the team was challenged to give a listing of all the reports that we do. He stated that certain things are late every time and that we need to have a zero defect society here. Vice President Pinkard stated that we significantly need more training on delivery and understanding the parameters on delivery. He stated that he planned on doing a management instruction with the leadership teams. Vice President Pinkard stated that the lack of training to do your job by the process owners in finance is a big deal.

Fiscal 2015 Budget vs Actual and Financial Statements (unaudited)

Mr. Paul Edwards, Director of Accounting, stated that accounts payable and accrued liabilities went up $525 thousand which is due to a change in the timing of financial statements preparation which now requires an accrual entry for payroll. In prior years this was not done. President Burse stated that this was a Presidential driven item. He stated that, if we are going to post material to the Board on the 13th, 14th and 15th of the month, he wanted the financials through the end of the month preceding that mailing. Mr. Edwards stated that student tuition and fees totaled

[9]

$13.6 million of which $6 million is for spring assessment, dining revenue was $1.95 million of which $735 thousand is for spring assessment and resident halls revenue was $2.1 million of which $819 thousand is for spring assessment. He stated that operating revenue went up by $322 thousand over the year primarily due to an increase of $263 thousand in indirect cost recovery and an increase of $57 thousand in other tuition and fee related items. Mr. Edwards stated that academic support went up by $305 thousand over the prior year due to an increase in salaries and benefits of $46 thousand and an increase of $259 thousand in non-capital equipment, major renovations and computer equipment. Institutional support went up by $738 thousand over the prior year due to bad debt expense of $735 thousand, increase in salaries and benefits of $281 thousand and a decrease of other expenses of $278 thousand net to the remaining change. He further stated that investment income went down by $2.96 million which is mostly due to unrealized gains/losses, realized gain/loss went up by $0.17 million while unrealized gain/loss went down by $3.1 million.

Student Payment Plans

Regent Farris inquired as to how we are assessing the payment plan to determine if it is effective. President Burse stated that for Fall Term it worked but in terms of this enrollment period we had a breakdown in processing. He stated that the reason we have those 500 students sitting out there is because we didn't collect as we should have, but we are going through that process now one student at a time. He further stated that sending the message and getting money collected has been very effective and the students know that they have an obligation to pay. President Burse stated that we have to get better with getting these plans signed on the front end rather than chasing folks. He stated that Mr. Pinkard and Ms. Impellizzeri were working on this.

Calendar Year 2014 W-2's

Vice President Pinkard stated that the 1099's, 1098T's and W2's will come out next week on time with no issues. He also stated that we are going through a step by step testing with Information Technology, Human Resource Services and Finance to make sure we can generate a delivery date earlier than January 31st on a more consistent basis.

III. Audit

Crissy Fiscus, Director of Assurance Services with Dean Dorton Allen Ford provided an overview of the new portion of the A-133 federal awards audit. Ms. Fiscus stated that $23 million is the bulk of awards expended for student financial aid. She stated that there were several notes to the schedule of expenditures of federal awards. Ms. Fiscus stated they audited each major federal program and an unmodified opinion was given for each of them. She went over management's and the auditor's responsibility for the audit. Ms. Fiscus stated that an unmodified opinion report was issued on the financial statements and there were no material weakness noted in

[10]

internal control over major programs. She stated that there was a financial statement finding, 2014-001 with the student accounts receivable subsidiary ledger and the allowance for uncollectable student accounts receivables which are not reconciled and adjusted periodically throughout the year, finding 2014-003, Direct Loan program, the University did not notify the guaranty agency of the student status change in a timely manner.

Action: Due to not having a quorum, the A-133 Audit Report was discussion only. Motion for approval was not made.

IV. Adjournment

The Finance and Audit Committees discussion ended at 3:27 p.m.

The quick brown fox jumps over the lazy dog.

Submitted by: Approved by:

Mr. Mikeal Pinkard, Interim Vice President Finance and Facilities Regent LaVaughn Henry and Regent Mindy Barfield, Chairpersons

Finance and Audit Committees

Approved with no corrections

Approved with corrections

[11]

Agenda Item Background

Background:

Please see attached.

Recommendation:

Informational Item

[12]

B2

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS

Report to the Finance and Audit Committees

Mikeal Pinkard Interim Vice President for Finance and Facilities April 23, 2015

[13]

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents Finance Committee and Audit Committee April 23, 2015 10:30 am to Noon lian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky

I. Vice President's Report

At our last Board meeting I was just newly appointed to take on additional responsibilities for the University by the President. I can say immediately that 3 months later with the snow and the 18 below temperatures we experienced this past winter, it has been most interesting. First I have some key items that were spoken to in our last meeting I'd like to bring to your attention.

Inventory

In our last meeting I stated we would stretch ourselves to finish physical inventory by March, no later than early May.....we will finish in April.

Student Enrollment and Process Improvements

Our Bursar's Office was the focus of many of the issues associated with student accounts administration before and after enrollment. Since that time we have had an all-day Best Practice visit at Eastern Kentucky, our office associates have re-read our Bursar's office procedures as a training and re-training document, previous Bursar office employees conducted training for our newer employees, we adopted daily morning meetings for problem and issues discussions, started daily defect tracking and totaling number of phone calls per month starting in February. A significant takeaway from Eastern Kentucky was that the Bursar has been in place for 12 years and is primarily responsible for re-engineering their current Bursar office processes. Another is that they have dedicated staffing vs cross trained. We also have an open invitation with names and contacts for issues with Banner and office issues if necessary. Regardless of all of these positive activities, we continue to have situations come about wherein we are challenged with major discovery. Classic example is a direct account extraction software update that we missed because our provider, TouchNet, sent a formal notice of the need for us to update our software via an email address with no confirmation of receipt vs sending directly to the Bursar's attention. This issue left us with inaccurate student accounts and put us approximately 2 months behind in our collections after we adjusted the 1 year PIO's to an 8 month PIO schedule. Given this issue and other issues with inconsistency in AP notifications to our students we made the decision to switch previous Bursar back to that process to minimize the discovery and lack of tracking of activities. We can't afford a learning curve in that office now.

[14]

Customer/Account Collections

In our last meeting the value proposition of our current collection agencies was on the table as well as our seeming inability to keep customer accounts current and accurate. Since that time we met face to face with all our Collection Agencies and found that our biggest issue was lack of communicating with them on a sustained basis. Additionally, we were not consistently providing them with current accounts that needed attention. We have also found that our best collections option is with the Kentucky Department of Revenue Enterprises Collections Group (D.O.R.). D.O.R. gives us the distinct advantage of tying into tax returns of our in-state customers and executing payroll garnishments. We are also in process of meeting with Touch-Net to fully define needed improvements and issues and establish plans to address before we renew our contract with them. It should also be noted that the collection agencies were taking as much as 54% of collections and only recovering as little as 14% of total portfolio provided to them. Our plan for collections is now a 2-fold approach:

1. Remove all accounts from current collections and place Kentucky customers with
2. D.O.R. only
2. Tie into a collection agency that specializes in bankruptcies, as we see an increase in the number being filed. Given they are primarily a legal collections firm, they can better tie into accounts outside Kentucky.

Customer Registration

We have come to the clear understanding that the registration process requires more hands on deck than we have available in the Bursar's office. It has been communicated to the Finance staff and will be expected that our Purchasing, Accounting, Administrative Assistant and Human Resource Services teams will assist the Bursar's office on a scheduled rotation to field calls during registration. The phone calls from parents and students have been significantly underestimated regarding staffing to field them. Numerous phone calls with simple questions turn into upset customers because they are not being answered or responded to in a timely manner. Another of the primary issues is not having enough resources to handle manual processes such as processing checks, or accounting for book vouchers. In addition to this, upstream activities in Financial Aid and Registrar's Office were not consistently communicated and accounted for by the Bursar's office (mixed reasons for this). When this happens now, the team members are doing "Go and See's" versus just accepting phone call answers. When an issue repeats itself or an answer does not make good sense to them, the team member actually goes to see the person(s) involved at all points in the process. Phone calls don't always generate a full understanding of the problem or its root cause, but a "Go and See" will.

[15]

Regarding Financials... operations revenue is clearly our continuing opportunity going forward. Progress has to be made in this area and we have to significantly reduce labor to offset the draw on cash flow requirements in the interim. In February, it was more than $10.0M. The historical immediate push to cut Facilities and Infrastructure repair spending are no longer enough to sustain current operations requirements. We will, however use every option to minimize all expenditures with high level approval scrutiny up to the President for all hiring and PO approvals. Recent efforts to reduce operating costs are wrapped around re-engineering and right-sizing resources to properly align with student fulfillment needs.

Regarding Facilities... all equipment and projects communicated on the enclosed charts are needed to maintain creature comforts, infrastructure, short and long term, viability and help generate a good face for Kentucky State University. Dormitories cannot be allowed to have broken doors, windows and damaged carpets as well as not having good facelifts and clean working facilities. This is part of the equation to attract operations revenue going forward. In addition to this, we are working to upgrade our Maintenance and facilities team. Recruiting licensed Plumbers and Master Electricians enables the University to reduce its dependency on contractors for mid-level repairs and assisted design work which is very expensive. This is a significant issue with succession planning going forward.

Regarding Supply Chain Deflation... it is crystal clear that we have to accelerate and focus our efforts in this area. To facilitate that, we have recruited a 40+ year supply chain/purchasing veteran to help our purchasing group re-engineer/rationalize existing contracts and relationships in our supply chain to reduce our spend. The enclosures I will show present the obvious need to do so.

Regarding our HR Summary...Going forward we will try to bring more information on Human Resources. Our intentions will be to generate a monthly report to the President and tie that into our board presentations. We want this organization to be of more service to the University and its personnel by providing data that speak to human capital trends, needs and issues in our workforce. Significant in this area are our insurance negotiations that start in March each year. Our preliminary Health Care coverage costs projections are in excess of 30%. We are having meetings now and will probably have to make some decisions on coverage changes.

I will ask that Paul Edwards (Director of Accounting) go through the Financials for us, again, and I will cover the details regarding our Summer Facilities and Capital Construction plans and Supply Chain Deflation/Contracts rationalization plans. I would like to note that the month of February was tough on our financials as well as our facilities in total. I believe it is critical that we convey infrastructure needs and in particular the stress caused by -18 degree weather coupled with significant amounts of snow brutal to our facilities in total.

[16]

II. A-133 Audit

Our FY 2013/2014 A-133 audit report has not been fully accepted on the E-z audit site that we post to DOE review. A letter was posted on our account that stated we had Title IV Program findings by the Department of Education for the period of 7/01/2013 thru 6/30/2014. They stated that the findings “do not warrant full resolution by the school participating teams”, but we are required to post a response to this finding in our next external audit report. We will consult Dean Dorton Allen Ford in conducting our analysis and response in the 2014/2015 A-133. All other findings per our external audit have been documented and responded to in our A-133.

Our FY 2014/2015 external financial auditing process started the week of 3/30/15. Dean Dorton Allen Ford will remain our auditor and has set up shop near the Director of Accounting's office. They will start in the area of Financial Aid and have established a schedule/calendar for all activities going forward.

[17]

Agenda Item Background

Background:

Operational costs are continuing to be reduced year over year, but revenue from operations have also declined. This has generated a significant need to generate more revenue from our operations to help reduce the level of cuts that have to be made. Recommended tuition and fees for FY16 follow:

Recommendation:

It is recommended that Board of Regents and Finance Committee approve the requested increases.

Approval

[18]

B3

TUITION/MANDATORY FEE SCHEDULE

TUITION/MANDATORY FEE SCHEDULE

[19]

ONLINE TUITION AND FEE SCHEDULE

FEES 2014/15 2015/16

Per Per

Credit Hour Credit Hour

Undergraduate

Resident $370 $389

Non-resident $370 $389

Graduate

Resident $453 $476

Non-resident $453 $476

2014/15 2015/16

Per Per

Course Course

Dual Credit (All Counties) $165 $165

Dual Credit (All Counties)- Math $60 $60

High School

Student

Note

These rates are applicable to those students who are registered as Part-time students.

An undergraduate student who is registered for 12 or more hours (graduate 9 or more hours.) online

exclusively will be classified as a full-time student and shall be charged based on the normal tuition and

fee schedule and

residency.

[20]

SCHEDULE OF OPTIONAL PARTICIPATION FEES

[21]

*Fees are established by Testing Service Provider.

[22]

COURSE & LAB FEES

[23]

COURSE & LAB FEES (continued)

350 410 420 481 482 483 484 485 502 504 511 512 513 514 515 517 518 520 533 581 582 583 584 585 586 587 588 589

Math MAT 095 096 $0 $0 Music MUS 112 114 212 214/ Music Theory $25 $25 I,II,III, IV $25 $25 Half Hour Private Lesson $50 $50 One Hour Private Lesson $75 $75 Nursing NUR 111 112 211 212 $300 $300 NUR 201 202 $0 $0 Physical Science PHS 201 202 211 $20 $20 Physics PHY 111 112 207 208 211 212 320 340 $20 $20 361 390 Social Work SOW 201 $98 $98

[24]

Agenda Item Background

Background:

The comparative Statement of Net Position (SNP), Statement of Revenues, Expenses and Changes in Net Position (SRECNP) as well as the Statement of Cash Flows (SCF) as of March 31, 2015 and 2014, respectively. The following are specific key points related to the March 2015 and 2014 financial statements.

Statement of Net Position

• Accounts Receivables decreased from $12.2M to just under $6.0M or by 51% since this time last year. This is due to grants receivables being reduced by $1.1M and student accounts receivable being reduced by $5.1M. This was done in two entries, one in August 2014 and one in September 2014. These entries were authorized by Ms. Deborah Martin, Associate Vice President Finance. The reduction in student accounts receivable is due to an increase in the allowance for doubtful accounts by that amount. Although significant emphasis has been placed on student AR this continues to be an issue.
• Accounts Payable and Accrued Liabilities increased from $2.7M to $5.3M or by 92%. This was influenced by Accounts Payable increasing by $225K over the prior year and Payroll Liabilities increasing by $2.3M. The change in Payroll Liabilities is due in large part to timing. We have to accrue 2 weeks to get our financials out by the 5th working day after the end of each month. The remainder of the change in Payroll Liabilities was due to those liability payments not being recorded timely when paid. The payments were made on time, but the recording the payments was not recorded. These were recorded in early April. This will be done when payment is made going forward with no exceptions.

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Statement of Revenues, Expenses and Changes in Net Position

Revenues

• Tuition and fees were down 20% over last year at $16.1M vs. $20.2M. This was obviously influenced by student enrollment and the subsequent ripple effect in Residence Halls and Dining revenue.

Expenses

• Academic Support went up by $550K (31.9% increase) over the prior year which is due primarily to an increase in Salaries and Benefits of $202K primarily due to hiring two new faculty members (Dr. Indira Tyler and Dr. Williams-Evans) in the Nursing Program. Also, there was an increase of $150K in Computer Equipment purchases. Further, there was an increase of $145K in General Operating Supplies related to three different grants.
• There were four other expense lines that saw increases over the prior year, yet none of those expense line increases were more than 6% of each line total. The other expense lines experienced a decrease over the prior year.

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B4

Budget vs. Actual Nine months ending March 31, 2015 (Amounts shown in dollars)

YTD ACTUAL BY FUND

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Kentucky State University Statement of Revenues, Expenses and Changes in Net Position (By Function) Periods Ending March 31, 2015 and 2014 (Unaudited)

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Kentucky State University Statement of Revenues, Expenses and Changes in Net Position (By Function) Periods Ending March 31, 2015 and 2014 (Unaudited)

(Unaudited)

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Kentucky State University Statement of Net Position (Unaudited)

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Kentucky State University Statement of Cash Flows Periods Ending March 31, 2015 and 2014 (Unaudited)

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Kentucky State University Statement of Cash Flows Periods Ending March 31, 2015 and 2014 (Unaudited)

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B5

Agenda Item Background

Background:

Currently, our banking arrangements reside with Fifth Third Bank. We have several open accounts with Fifth Third Bank. The accounts are current and we have no issues related to the accounts at this time other than three accounts which are recommended to be closed due to a lack of activity. A list of the accounts with Fifth Third Bank is detailed below.

Recommendation:

Fifth Third Accounts

Private Gifts: Bank 51 is for private gifts and it has held the same balance for the past two years. It is recommended that this account be closed due to lack of activity.

Perkins: Bank 52 is for Perkins loan transactions.

FFELP: Bank 53 was created for the Blackboard system and it appears that it has not been used. It is recommended that this account be closed due to lack of activity.

Direct Loan: Bank 54 is the account used for the deposit of Federal Direct Loans.

Payroll: Bank 55 is the account used for the university's payroll.

Vendor: Bank 56 is the account used for the university's vendor payments.

Fed Funds Clearing: Bank 57 is the account that is used to deposit the grant drawdowns each month.

KYSU University Account: Bank 58 is the account used for the deposit of general cash, checks, and EFTs that the university receives on a daily basis.

Merchant Credit Card: Bank 59 is the account used for the deposit of credit card payments that the university receives on a daily basis.

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General Depository: Bank 60 is the General Depository account used for the nightly sweep of the other Fifth Third accounts.

Concentration: Bank 61 is the account that was intended for the transfers to our State account from our Fifth Third accounts, however we use Bank 60 for these wire transfers. It is recommended that this account be closed due to lack of activity.

Informational Item

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Agenda Item Background

Background:

The following summarizes key activities that occurred in Human Resources during the first quarter of 2015 (January, February and March).

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B6

Human Resources Activity Reported to the Board of Regents April 23, 2015

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* Of the total dollars, approximately $39,600 was for surgery for one covered claim. ** Based upon total payroll.

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Agenda Item Background

Background:

Included are data which represent a picture of who we do business with, how much we spend with them, and the commodities we have bought on a repetitive basis for the last four (4) years. The intent of this information is to point out the need for more structured and aggressive supply chain approaches.

The summary represents payments made to vendors for fiscal years 2012-2015 and includes those vendors where more than one (1) payment was issued and excludes payments to students and employees.

During years 2012-2015, 461 vendors were identified as providing continuous goods/services to the University. Payments to these vendors are outlined below:

Upon review of repetitive purchases, there are definite opportunities to achieve cost-savings based on commodities that are purchased on a consistent basis.

Recommendation:

Informational Item

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B7

Top 25 Suppliers Fiscal Year 2015 Vendor Payments History Summary as of 03-27-15

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KENTUCKY STATE UNIVERSITY REPETITIVE PURCHASES FY15 DATA AS OF: MARCH 27, 2015

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Agenda Item Background

Background:

The following letter has been communicated to our supply chain during the weeks of 4/6 and 4/13 in an effort to solicit participation in contract rationalization/review to achieve cost/price deflation.

Recommendation:

Informational Item

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Kentucky State University

Inspiring Innovation. Growing Leaders. Advancing Kentucky.

PURCHASING DEPARTMENT 400 East Main Street Frankfort, KY 40601 502-597-6434 Phone 502-597-6588 Fax

April 1, 2015

Vendor Name Address 1 Address 2 City, State, Zip

Dear,

Over the years, we have established a relationship with your company and we now ask and need your help as we approach an unprecedented time for Kentucky State University. We are facing a significant deficit for this fiscal year that requires review of all expenditures. It is imperative that cost cutting measures be implemented at Kentucky State University.

We are already in the process of taking substantial steps internally, however, they are not enough to offset the challenges we face. We are targeting a 10% cut to all commodities across the board and ask for your support of our efforts. By doing this, we will be able to defer or avoid more severe actions that may further limit business opportunities for the vendor community. Therefore, we are asking you to submit cost reductions that will help us meet our goal. This can be achieved by reduction in cost of supplies, rate for services, and/or frequency of services.

Proposals and/or responses will be evaluated on a case basis to determine how they compare with what could be achieved in the open market. Prior to considering and implementing more severe measures, the University is giving its current vendors an opportunity to submit cost reduction proposals by April 15, 2015.

Please complete and sign the enclosed form and use one of the following methods to return it: E-Mail purchasing@kysu.edu Fax 502-597-6588 Mail Kentucky State University Attention: Tonya Montgomery 400 East Main Street Frankfort, KY 40601

Kentucky State University would like to thank you for your participation and appreciate your efforts in helping the University reduce its operating costs.

Best Regards,

Tonya Y. Montgomery, Purchasing Manager

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Inspiring Innovation. Growing Leaders. Advancing Kentucky.

KENTUCKY STATE UNIVERSITY COST SAVINGS INITIATIVES VENDOR RESPONSE FORM

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Agenda Item Background

Background:

The enclosed charts lists all currently planned maintenance and facilities projects for summer 2015. These projects are focused on building upkeep, water supply, plumbing, roof replacement and repair, concrete repairs, electrical and hydraulic systems, furniture repair, painting, window washing and replacement, carpet cleaning and replacement and more as shown.

Recommendation:

Informational Item

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B8

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Task_Name Duration Start Finish Cost May June July

5/3 5/10 5/17 5/24 5/31 6/7 6/14 6/21 6/28 7/5 7/12

Boiler Plant 52 5/15/15 7/6/15 $22,350

COAL BOILER #2 24 5/15/15 6/8/15 $10,250

Remove the ashes from the fire-box 1 5/15/15 5/16/15 $0

Remove the fly ash from the front wind box 1 5/15/15 5/16/15 $0

Remove the fly ash from the rear wind boxes 2 5/18/15 5/20/15 $0

Remove access doors 1 5/18/15 5/19/15 $0

Blow down the tubes from the top 1 5/21/15 5/22/15 $0

Blow down the tubes from the wind boxes 1 5/22/15 5/23/15 $0

Remove the fly ash from the wind boxes 1 5/21/15 5/22/15 $0

Inspect the grates in the fire box and replace 7 5/18/15 5/25/15 $5,000

Remove the secondary ram and replace 1 5/26/15 5/27/15 $1,000

Inspect the retort throat 1 5/28/15 5/29/15 $0

Clean the tubes in the fire box 2 5/18/15 5/20/15 $0

Clean the front and rear walls 1 5/21/15 5/22/15 $0

Drain the water from the boiler 1 5/15/15 5/16/15 $0

Open the water and mud drums and hand holds 1 5/18/15 5/19/15 $2,000

Rinse out the drums 1 5/19/15 5/20/15 $0

Insulate the steam and water lines 7 5/27/15 6/3/15 $1,500

Open and inspect the column and column lines 1 5/15/15 5/16/15 $0

Inspect the site glass 1 5/15/15 5/16/15 $0

Paint the insulation that was installed 4 6/4/15 6/8/15 $250

Turbine tubes 5 5/20/15 5/25/15 $200

Inspect the soot blower element 1 5/15/15 5/16/15 $0

Open the door on the brick smokestack and clean out all debris 4 5/15/15 5/19/15 $0

Open the water and mud drums and hand holds 1 5/25/15 5/26/15 $300

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Task_Name Duration Start Finish Cost 5/3 5/10 5/17 5/24 5/31 6/7 6/14 6/21 6/28 7/5 7/12

UTILITY TUNNELS 47 5/15/15 7/1/15 $5,000

Inspect the condensate pumps and tanks 1 5/15/15 5/16/15 $0

Drain all traps and leave the valves open 1 5/15/15 5/16/15 $0

Clean out all trash 1 5/15/15 5/16/15 $0

Replace the lights that are out 1 5/15/15 5/16/15 $500

Replace any insulation that is damaged 1 7/1/15 7/2/15 $1,000

Inspect all trap piping, replace valves and pipes as needed 1 6/29/15 6/30/15 $3,500

Inspect the exhaust fans and leave them turned on during shut down period 1 5/18/15 5/19/15 $0

AIR COMPRESSORS 1 7/6/15 7/7/15 $1,500

Service air compressors and have ready for start-up 1 7/6/15 7/7/15 $1,500

COAL SYSTEM 5 5/15/15 5/20/15 $1,300

Clean up all coal that is left on in the hopper outside chute, belt conveyor and in the elevator buckets and tank 4 5/15/15 5/19/15 $0

Inspect all working parts throughout the system, repair or replace what is needed 1 5/20/15 5/21/15 $1,300

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