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===== PAGE 2 ===== # 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: Regent Karen Bearden, Chair Academic Affairs Update: 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 ===== PAGE 3 ===== 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 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: Regent Bearden XI. CLOSING REMARKS: Regent Bearden XII. ADJOURNMENT ===== PAGE 4 ===== # 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 Elgie McFayden, Present Regent Ekumene Lysonge, Absent 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. ===== PAGE 5 ===== ### 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. ===== PAGE 6 ===== 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. ===== PAGE 7 ===== 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. ===== PAGE 8 ===== 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. ===== PAGE 9 ===== ### 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 ===== PAGE 10 =====
Agenda Item Background
To:Board of RegentsDate: April 24, 2015
From:Raymond M. Burse
Subject:Amendment of Sexual Harassment and Personal Relationships Policy
Reason for Consideration:ApprovalEnclosures: Yes
## 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
Initiator:Lori Davis, General Counsel and Secretary to the Board
Board Action Date:April 24, 2015
Effective Date:April 24, 2015
===== PAGE 11 ===== # 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. ===== PAGE 12 ===== # 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 ===== PAGE 13 ===== ## 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: o Run the new Oracle systems until the current KSU team is deemed competent to run the new system o Provide 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: o Continue to run the existing Banner system during the implementation o Be trained by the Oracle experts and must be deemed competent on the new Oracle system, prior to getting access to it ===== PAGE 14 ===== ## 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: 0 Jacquise Lockett 0 Justin Williams o Terry Horton o Chadwick Rives o Larry McDaniel 0 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. o Lockett was named to the 1st Team. o Simon 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. o Grieshaber and Scott were named to the 1st Team. o Ploucha 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. ===== PAGE 15 ===== - 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. O Ulysses 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 o Wiggins and Horton: All-Conference o Warner: 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) o Nine 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. ===== PAGE 16 ===== o Two women's student-athletes earned All-Region honors. Joscilyn Crain earned honors in two events. Shot Put and Weight Throw were the events. 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 ## 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 ===== PAGE 17 ===== - 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. ===== PAGE 18 ===== # Kentucky State University Board of Regents ## 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 ===== PAGE 19 ===== # 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 ===== PAGE 20 ===== ===== PAGE 21 ===== 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
Section Page A1 Agenda 2 A2 Approval of Minutes 4 A3 Executive Summary 6 A4 Action Item: Conferral of Degrees 33 ===== PAGE 22 ===== # 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: V. EXECUTIVE SUMMARY: Regent Bearden 1. Fifth-Year Report and QEP Dr. Downing 2. Detailed Update on Programs Reviewed 3. Plan to Address 2009 and 2010 Cohorts 4. Initial Thoughts on Addressing 2011 and 2012 Cohorts 5. Academic Staffing Chairs, Coordinators: Job Descriptions and Compensation 6. Post-Tenure Review Recommendations 7. Study of Time for Non-Degrees to Graduation and Impact of Late Declaration 8. STEM Graduates Follow-up 9. Sponsored Programs Report VI. ACTION ITEM: Conferral of Degrees Dr. Downing ### VII. ADJOURNMENT ===== PAGE 23 =====
Agenda Item Background
To:Board of Regents Academic AffairsDate: April 23, 2015
From:Dr. Beverly Downing, Interim Vice President for Academic Affairs
Subject:January 22, 2015 Committee Minutes
Reason for Consideration:ApprovalEnclosures: Yes
## 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
Initiator:Dr. Beverly Downing, Interim Vice President for Academic Affairs
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 24 ===== 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:
Karen BeardenPresent
Mindy BarfieldNot Present
Elaine FarrisPresent
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 Approved with no corrections Approved with corrections ===== PAGE 25 =====
Agenda Item Background
To:Board of Regents Academic AffairsDate: April 23, 2015
From:Dr. Beverly Downing, Interim Vice President for Academic Affairs
Subject:Academic Affairs Report
Reason for Consideration:Informational ItemEnclosures: Yes
## 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
Initiator:Dr. Beverly Downing, Interim Vice President for Academic Affairs
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 26 ===== 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 ===== PAGE 27 ===== 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
STANDARDBRIEF DESCRIPTION OF STANDARDJUDGMENTAREA OF CONCERN (internal only)
1.CR 2.8Number of Full-Time FacultyCompliantNo
2.CR 2.10Student Support ServicesCompliantNo
3.CR 3.2.8Qualified Administrative and Academic OfficersCompliantNo
4.CS 3.3.1.1Institutional Effectiveness: Educational ProgramsCompliantYes
5.CS 3.4.3Admissions PoliciesCompliantNo
6.CS 3.4.11Qualified Academic Program CoordinatorsCompliantNo
7.CS 3.11.3Physical FacilitiesCompliantNo
8.FR 4.1Student AchievementCompliantNo
9.FR 4.2Program CurriculumCompliantNo
10.FR 4.3Publication of PoliciesCompliantNo
11.FR 4.4Program LengthCompliantNo
12.FR 4.5Student ComplaintsCompliantNo
13.FR 4.6Recruitment MaterialsCompliantNo
14.FR 4.7/CS 3.10.2Title IV Program Responsibilities/Financial Aid AuditsCompliantNo
15.FR 4.8Distance and Correspondence EducationCompliantNo
16.FR 4.9Definition of Credit HoursCompliantNo
17.CS 3.13Policy ComplianceCompliantNo
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. ===== PAGE 28 ===== 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: o No referral or o Referral to a Curriculum and Review (C & R) Committee • Options available to the C & R Committee following a referral: o No additional report requested; Most a monitoring report which starts the two-year limited monitoring period; or Recommend 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. • 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) ===== PAGE 29 ===== ## • 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. ===== PAGE 30 ===== ## PROGRAM REVIEW COMPLETION STATUS
PROGRAMSTATUS
BACHELOR'S DEGREES
1.Agriculture Food and EnvironmentComplete
2.AquacultureComplete
3.Art EducationComplete
4.BiologyComplete
5.Biology EducationComplete
6.Business AdministrationComplete
7.Child DevelopmentComplete
8.ChemistryComplete
9.Computer ScienceComplete
10.Criminal JusticeComplete
11.Elementary EducationComplete
12.EnglishComplete
13.English EducationComplete
14.Environmental StudiesComplete
15.Health and Physical EducationComplete
16.Physical EducationComplete
17.Interdisciplinary Early Childhood EducationComplete
18.Liberal Studies (4 year)Complete
19.Mass CommunicationsComplete
20.MathematicsComplete
21.Mathematics EducationComplete
22.MusicComplete
23.Music EducationComplete
24.Nursing (BSN)Complete
25.Political ScienceComplete
26.PsychologyComplete
27.Public AdministrationComplete
28.Social ScienceComplete
29.Social Studies EducationComplete
30.Social workComplete
31.SpanishComplete
32.Studio ArtComplete
ASSOCIATE'S DEGREES
33.Nursing (ADN)Complete
34.Liberal Studies (2 year)Complete
ASSOCIATE'S DEGREES
33.Nursing (ADN)Complete
34.Liberal Studies (2 year)Complete
35.ATI – NetworkingComplete
36.ATI – Web DesignComplete
===== PAGE 31 =====
MASTER'S DEGREES
37.Master of Arts in Special EducationComplete
38.Master of Public AdministrationComplete
39.Master of PsychologyComplete
40.Master of Business AdministrationComplete
WHITNEY YOUNG
HONORS PROGRAM
Honors Program CoreComplete
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. ===== PAGE 32 ===== 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:
PROGRAMS WITH FEWER THAN TEN STUDENTS ENROLLED
Accounting2
Africana Studies5
Applied Mathematics (Pre-Eng)3
Art6
Art Education1
Biology Education2
Business Administration – Management8
Business Administration – Marketing1
English Education3
History4
Liberal Studies (Designed)1
Liberal Studies (Honors)3
Liberal Studies (Designed WYS)1
===== PAGE 33 =====
Mathematics Education3
Music Education9
Music Education – Instrumental1
Music Education – Vocal1
Physical Education –Teaching4
Social Studies Education8
Sociology4
Spanish4
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.” ===== PAGE 34 ===== 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. ===== PAGE 35 ===== 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 ===== PAGE 36 ===== 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 ===== PAGE 37 ===== 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
COMPONENTSCYCLEDUE DATE
1. Student EvaluationsAnnualApril
2. Curriculum VitaeAnnualFirst Business Day in April
3. Self-Evaluation (SES-1)AnnualFirst Business Day in April
4. Comprehensive Peer Review a. Peer Reviewer's Instrument (Forms PR-1, PR-2) b. Optional Class VisitationEvery 2 years for Non-Tenured Every 5 years for Tenured (and year prior to promotion or tenure application) With Each Peer ReviewApril 30 April 30 April 30
5. Administrative Review (Form AR-1) (including conferences)AnnualPenultimate Friday in April
6. Evaluation Materials Delivered to Dean or Next-Level AdministratorAnnualDetermined by VPAA
7. PDP/DEAAnnualLast Friday in April
===== PAGE 38 ===== 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
EMPLOYEEPOSITION
Carlos ClarkRegistrar
Warren HaynesAssistant Professor, Public Administration
Beulah DowneyAssistant Professor, Spanish
James BurrellDirector, Student Support Services
Erica AlciusAdministrative Assistant, Student Support Services
Jamie GreenAdministrative Assistant, Testing Center
Verlee WilsonDirector, Center for Academic Persistence
N'Namdi PaskinsEducational Technology Specialist
Gilbert SingletaryAssistant Professor, Social Work
Diana FryAdministrative Assistant, Academic Affairs
George ShieldsProfessor, Whitney Young Program/LLP
===== PAGE 39 ===== 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 AlHamdaniComputer ScienceDeny
Albert Assibey-MensahBusinessDeny
John BatorArtGrant
Fariba Bigdeli-JahedMathematicsGrant
Brett ButlerMusicGrant
Christopher DanielPublic AdministrationGrant
G. Todd DavisEnglishGrant
April FallonEnglishGrant
Bruce GriffithsBiologyGrant
Patricia HigginsEducationGrant
Michael KasongoHistoryDeny
Ashok KumarComputer ScienceDeny
Mark ShaleWhitney YoungGrant
Chi ShenComputer ScienceGrant
Peter SmithEnglishGrant
Karah StokesEnglishGrant
Reginald ThomasCriminal JusticeGrant
Nancy WallinBiologyGrant
George WeickWhitney YoungGrant
===== PAGE 40 ===== 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
Row LabelsCount of Student ID
Full-Time1,352
Declared major at Entry1,352
Grand Total1,352
Row LabelsAverage Degree Length
Full-Time4.91
Declared major at Entry4.91
Grand Total4.91
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
Row LabelsCount of Student ID
Full-Time392
Undeclared Major at Entry392
Grand Total392
Row LabelsAverage Degree Length
Full-Time3.76
Undeclared Major at Entry3.76
Grand Total3.76
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 ===== PAGE 41 ===== 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
Race Classifications
ProgramNative AmericanAsianBlackHawaiian Pacific IslanderHispanicAlienUnknownTwo or More RacesWhite
Nursing229117131110
Business1173213637
Criminal Justice92319323
Biology157117521
Social Work39112019
African Studies5
Agriculture1430
Aquaculture1131
Art727
Chemistry911
Computer Science23912101517
Elementary Education51118229
English1025
Environmental Studies610
Fishing18
===== PAGE 42 =====
ProgramNative AmericanAsianBlackHawaiian Pacific IslanderHispanicAlienUnknownTwo or More RacesWhite
Child Development3067
Information Technology10138
Liberal Studies1631
Journalism542924
Mathematics12114213
Music118411
Physical Education5618113
Physical Science131
Political Science16
Psychology572113118
Public Administration478123
Social Science114118
Social Work39112019
Spanish31
Special Education827
Undeclared3421131034
TOTALS399244332223539568
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. ===== PAGE 43 ===== ## 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 ===== PAGE 44 ===== - 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. ===== PAGE 45 ===== ## 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
LAST NAMEFIRST NAMERACEETHNICITY
LakeGashawBlackAfrican-American
OlekaSamuelBlackAfrican-American
TsgayeTeferiBlackAfrican-American
## CHAIRPERSONS' SALARIES BY RACE AND ETHNICITY
LAST NAMEFIRST NAMERACEETHNICITY
GriffisBruceWhite46,297.00
SlussTamaraWhite49,657.00
PolsonSuzetteWhite57,730.00
HeavinKarenWhite47,171.00
HebbleRobertWhite52,845.00
MarracciniPattiWhite48,909.00
TreadwayScottWhite63,924.00
WhittyBarbaraWhite46,818.00
MerlinoMaraWhite52,657.00
RyeRebaWhite60,184.00
ButlerBrettWhite60,185.00
BagleyCassandraWhite43,909.00
SheltonCynthiaBlack52,657.00
WelshWilliamWhite47,430.00
DanielChristopherWhite78,699.00
HaydenArthurWhite50,980.00
UlrichStephenWhite51,899.00
LandyTuckerWhite65,957.00
WeickGeorgeWhite78,699.00
$375,662.00
===== PAGE 46 ===== ## 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
ProgramAsianWhiteBlackUnknownAmerican IndianTwo or More RacesHispanic
Agriculture21
Aquaculture13
Art3
Biology131
Business45
Chemistry111
Child Development1
Computer Science321
Criminal Justice11
Elementary Education14
English13
Environmental Studies211
Family & Consumer2
Food & Animal Science331
History3
Information Technology1
Journalism1
Liberal Studies1
Mathematics1937111
Music16
Nursing91
Philosophy1
Physical Education1
Physics1
Political Science12
Psychology4
Political Science11
===== PAGE 47 =====
ProgramAsianWhiteBlackUnknownAmerican IndianTwo or More RacesHispanic
Public Administration12
Social Work1
Spanish1
Speech2
Whitney Young7
TOTALS11853215131
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).
FACULTY MEMBERCOLLEGEPROGRAMRANKDEGREECONDITION
Lu, LiCASBiologyAssistant ProfessorPh.D.2 Years Towards Tenure
Lai, AlexanderCASBiologyAssistant ProfessorPh.D.1 Year Towards Tenure
Heavin, KarenCASMathematicsAssistant ProfessorABDPh.D. by 12/20/16
Gilliam, ErinCASHistoryAssistant ProfessorABDPh.D. prior to 3/20/16
Amusan, IbukunCASMathematicsAssistant ProfessorPh.D.1 Year Towards Tenure
## 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. ===== PAGE 48 =====
Mid-Term D and F Report
DISCIPLINE AREAGRADES OF DGRADES OF FTOTAL
Psychology2785112
English07878
History363167
Mathematics04040
## 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. ===== PAGE 49 ===== ## 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. ===== PAGE 50 =====
CURRENT GRADUATE ENROLLMENT
GRADUATE PROGRAMSCOUNT OF ID
Aquaculture/Aquatic Sciences10
Behavioral Sciences6
Business Administration9
Computer Science26
Environmental Studies17
Non-degree Graduate8
Nursing Practice7
Public Administration47
Special Education12
Grand Total142
## 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
PROGRAMPHARMACYMEDICAL DOCTORDOCTOR OF DENTISTRYDOCTOR OF PHYSICAL THERAPYDOCTOR OF CHIROPRACTICPh.D.MASTER'SPHYSICIAN'S ASSISTANT
Biology219622455
Chemistry1831173
Nursing10
Computer Science1
Elementary Education1
Totals202273212195
===== PAGE 51 ===== ## 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 $16 million in awards were carried over from FY 14 to FY 15. Details are provided in the tables below. ===== PAGE 52 =====
GRANTS & CONTRACTS AWARDS FY 15 – JULY 2014 THROUGH FEBRUARY 2015
DATE RECEIVEDPRINCIPAL INVESTIGATORCOLLEGE /UNITDEPARTMENTSPONSOR/AGENCYDESCRIPTIVE TITLEAWARD TOTAL ($)IDC AMOUNT ($)
7/11/2014Finn, LeChristaCAFSSSFamily & Consumer SciencesNational 4-H Council-FY14 Youth VoiceFY14 Youth Voice: Youth Choice35,000N/A
7/10/2014Burrell, JohnSSEMStudent Support ServicesDOEDStudent Support Services KSU213,1807,275
7/11/2014Higgins, PatCPSSchool of EducationKentucky Reading ProjectKentucky Reading Project59,100N/A
7/11/2014Tsegaye, TeferiCAFSSSCAFSSSUSDA/RREARREA13,500N/A
5/5/2014Pomper, KirkCAFSSSEnvironmental SciencesKentucky Horticulture CouncilManaging Spotted Wing Drosophila25,0006,324
7/11/2014Rainey, JoAnneCPSSchool of EducationKentucky Teacher Internship ProgramKTIP24,854N/A
7/22/2014Spor, MaryAcademic AffairsOffice Of Sponsored ProgramsEastern Kentucky UniversityProfessional Development and Training Project102,2237,572
7/23/2014Spor, MaryAcademic AffairsOffice Of Sponsored ProgramsEastern Kentucky UniversityProfessional Development and Training Project-Cultural Diversity5,571413
7/24/2014Spor, MaryAcademic AffairsOffice Of Sponsored ProgramsEastern Kentucky UniversityProfessional Development and Training Project-Child Support3,937292
5/11/2014Mulder, ShambraCPSSchool of EducationKentucky Collaborative Center for Literacy DevelopmentAdolescent Literacy Project44,7503,304
8/1/2014Sanders, SoniaInst. Adv.AdvancementKentucky Transportation CabinetBridges to Opportunities930,560129,400
8/1/2014Torain, T'EbonyAcademic AffairsContinuing Education/Distance EducationDOEDTRIO-Upward Bound250,00015,649
5/1/2014Tsegaye, TeferiCAFSSSCAFSSSNSFTargeted Infusion500,00072,330
8/1/2014Grimes, KristopherCAFSSSUSDAEFNEP124,229N/A
8/1/2014Tsegaye, TeferiCAFSSSCAFSSSUSDA1890 Cooperative Extension3,228,344N/A
8/1/2014Tsegaye, TeferiCAFSSSCAFSSSUSDACooperative Research Services3,666,643N/A
===== PAGE 53 =====
Agenda Item Background
To:Board of Regents Academic AffairsDate: April 23, 2015
From:Dr. Beverly Downing, Interim Vice President for Academic Affairs
Subject:Conferral of Degrees
Reason for Consideration:ApprovalEnclosures: No
## 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
Initiator:Dr. Beverly Downing, Interim Vice President for Academic Affairs
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 54 ===== # 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 ===== PAGE 55 ===== 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
SectionPage
C1Agenda2
C2Approval of Minutes4
C3Executive Summary5
===== PAGE 56 ===== # 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 ===== PAGE 57 =====
Agenda Item Background
To:Board of Regents Student AffairsDate: April 23, 2015
From:Dr. Vernell Bennett, Vice President for Student Affairs
Subject:January 22, 2015 Committee Minutes
Reason for Consideration:ApprovalEnclosures: Yes
## 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
Initiator:Dr. Vernell Bennett, Vice President for Student Affairs
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 58 ===== 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 David Guarnieri Present Elaine Farris Ekumene Lysonge Not Present Present Not 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 _____ Approved with no corrections Approved with corrections ===== PAGE 59 ===== ## 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. ===== PAGE 60 ===== 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. ===== PAGE 61 ===== 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. ===== PAGE 62 ===== ## 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:
CONVOCATION SPEAKERDATEOVERALL RATING
Ricky JonesJanuary 205/5
Lloyd TrotterFebruary 33/5
Wilbert W. JamesFebruary 53/5
Houston MillsFebruary 105/5
Rufus FridayFebruary 123/5
Alfreda Bradley-CoarFebruary 193/5
Charles WhiteheadFebruary 243/5
Bonita & Cathy BlackFebruary 264/5
Dom CaristiMarch 34/5
Vincent WindrowMarch 174/5
Patricia Russell-McCloudMarch 195/5
===== PAGE 63 =====
Programming Costs for the 2015-2016 Academic Year:
2014
8/21/2014Open House Giveaways$550.00
8/26/2014Welcome Week Extravaganza$340.00
8/28/2014Kickball Tournament$1,000.00
Total August$1,890.00
9/3/2014MIP/Hazing Seminar$1,600.00
9/4/2014Pep Rally$610.00
9/4/2014Stadium Clean-Up$17.00
9/5/2014Chopped Cook-Off$350.00
9/6/2014Karaoke Night$790.00
9/18/2014Freshman Bowling Night$1,850.00
Total September$5,217.00
10/4/2014Circle City Classic$11,539.55
10/15/2014Faculty/Staff vs. Student Game$365.00
10/18/2014Homecoming Game Giveaways$950.00
Total October$12,854.55
11/18/2014Junior Class Game Night$450.00
11/20/2014Coffee House Poetry Slam$3,500.00
Total November$3,950.00
Total Fall 2014 Speakers$4,350.00
2015
1/23/2015Chopped$1,100.00
1/27/2015Hasan Davis Convocation$1,500.00
Total January$2,600.00
2/1/2015Super Bowl Party$350.00
2/10/2015Umdabu 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
===== PAGE 64 ===== ## 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:
AWARDPROPOSED\n2015-16\nBUDGETCONTINUINGACCEPTED\nFOR FALL\n2015TOTAL\nNEEDED
Transfer Excellence$72,000.00$60,394.00$9,458.00$69,852.00
Transfer Presidential$180,000.00$235,488.98$138,488.00$373,976.98
Transfer Thorobred$310,500.00$246,361.50$0$246,361.50
Black Achiever$63,000.00$21,388.00$0$21,388.00
100 Black Men (4-yr.)$13,500.00*$0
Excellence$270,000.00$144,107.50$139,737.00$283,844.50
Thorobred$360,000.00$291,540.60$147,294.00$438,834.60
Presidential$810,000.00$664,800.52$192,180.00$856,980.52
Academic Grant$90,000.00$24,000.00$24,000.00
Academic Incentive$27,000.00
BLINKS$45,000.00$17,675.00$17,675.00
Service County$157,500.00$91,782.75$49,098.00$140,880.75
Commonwealth$54,536.00$54,536.00$54,536.00
Need-Based$162,000.00$0$0
Whitney Young$1,500.00$1,500.00$1,500.00
$2,616,536.00$1,828,074.85$701,755.00$2,529,829.85
*= 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 ===== PAGE 65 ===== ## 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.
/In-State/In-State/In-State/In-State
CATEGORYACCEPTEDINCOMPLETEREJECTEDTOTAL APPLICATIONSIN-STATE TOTAL
Freshman1,319/2541,732/376461/1253,512755
Special/Non Degree33030
Transfer26/19118/73114593
Graduate01011
Total1,3481,8544623,661849
Weekly Report on the Status of Incomplete Applications as of April 3
Counselor# of Incomplete# of Files CompleteNo Test ScoresNo TranscriptsNo DocumentsApplication Withdrawn/ Attending Elsewhere
Means6923890984642
Davis233518291810
Thomas554174604910
Total14796015412711362
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 ===== PAGE 66 ===== 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:
Intend to EnrollUndecidedLeft VoicemailNo AnswerWrong NumberNo NumberAttending ElsewhereStill InterestedTotal Calls
551511613644121271
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:
IN-STATE STUDENTSHS_GPAACT_ENGACT_MATHACT_READACT_SCIACT_COMP
Available N/A Average178 0 2.80177 1 18.23177 1 18.23177 1 19.26177 1 19.11177 1 18.60
OUT-OF-STATE STUDENTSHS_GPAACT_ENGACT_MATHACT_READACT_SCIACT_COMP
Available286260260260260260
N/A02626262626
Average2.5817.1817.5218.4218.4117.90
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.
Spring 2014Percent
Return Student20243.5
Did Not Return26256.5
Total464100.0
===== PAGE 67 ===== 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
IN-STATE STUDENTSHS_GPAACT_ENGACT_MATHACT_READACT_SCIACT_COMP
Available137134134133133133
N/A144555
Average2.8618.6318.1520.0519.5119.02
OUT-OF-STATE STUDENTSHS_GPAACT_ENGACT_MATHACT_READACT_SCIACT_COMP
Available142124124124124124
N/A01818181818
Average2.7317.0817.4618.9017.9717.85
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
Preliminary Spring 2015Percent
Return Student22580.4
Did Not Return5519.6
Total280100.0
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
IN-STATE STUDENTSHS_GPAACT_ENGACT_MATHACT_READACT_SCIACT_COMP
Available N/A Average178 0 3.13178 0 19.98178 0 19.62178 0 20.13178 0 20.66178 0 20.13
===== PAGE 68 =====
OUT-OF-STATE STUDENTSHS_GPAACT_ENGACT_MATHACT_READACT_SCIACT_COMP
Available946833833833833833
N/A5118118118118118
Average3.2319.7819.2319.9319.8919.75
## 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 ===== PAGE 69 ===== ## 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
MONTHSTD SCREENINGSCOUNSELING SESSIONSPROGRAMMING
December114
January3220Crisis Intervention Training
February6827Organ Donor Presentation
March24Project 10 Nutrition Training and Fashion Show Epilepsy Training
## The Office of Financial Aid ## Statistics for 2014-15 Year- Financial Aid Processing
Total FAFSA Loaded10,189
FAFSAs received but Applicant Not in Banner3,471
Selected for Verification1,165
Packaged for Aid2,471
4,641 individuals 1,848 individuals 577 completed the process Individuals
SOURCE OF AID*DISBURSEDTOTAL STUDENTS DISBURSED
Institutional5,156,952.93772
State911,710.50479
Federal17,750,438.121590
1,724 students*- disbursed aid through the Financial Aid processes. Does not include external sources or waivers. ===== PAGE 70 =====
Spring 2015 Statistics
Number of students currently enrolled and awarded1,427
Number of students currently enrolled but still incomplete, missing documents or ineligible for federal aid16
Number of students currently enrolled but on SAP10
Percentage of Students Receiving Institutional, Federal and State Financial Aid69.6%
Number of students placed in FWS127 (120 have FWS earnings)
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
Total FAFSA Loaded4,949
FAFSAs received but Applicant Not in Banner1,512
Selected for Verification410
Packaged for Aid
2,132 individuals 1,074 individuals In process of New Student packaging - to be completed by April 10. ===== PAGE 71 =====
Career Counseling and Placement January – April 2015
## PLACEMENTS ## CITY/STATE UNDERGRADUATE
JANUARY
KY Dept. of CorrectionsFrankfort, KYIntern
Mt. Sterling Youth Sports ProgramMt. Sterling, KYIntern
KSU External RelationsFrankfort, KYIntern
KY LRCFrankfort, KYIntern
Rack Room ShoesFrankfort, KYIntern
KY LRCFrankfort, KYIntern
KY LRCFrankfort, KYIntern
KY State PoliceFrankfort, KYIntern
KY Army National GuardFrankfort, KYIntern
UK HospitalLexington, KYIntern
Jesse's Art Gallery & Custom FramesFrankfort, KYIntern
WalmartFrankfort, KYIntern
KY LRCFrankfort, KYIntern
FEBRUARY
KY Education Credit UnionFrankfort, KYIntern
Frankfort City PoliceFrankfort, KYIntern
Frankfort City PoliceFrankfort, KYIntern
Frankfort State JournalFrankfort, KYIntern
MARCH
City of Frankfort Public WorksFrankfort, KYIntern
===== PAGE 72 ===== ## 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 ===== PAGE 73 ===== ## 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 ===== PAGE 74 ===== 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.
MAJORJOB PLACEMENTPOSITION
AccountingKrogerManagement Trainee
Mass CommunicationLG&EKY UtilitiesPublic Relations
Business AdministrationLowe'sManagement Trainee
Business AdministrationCommonwealth Credit UnionTeller
===== PAGE 75 =====
Business AdministrationBest Western HotelDesk Clerk
AccountingFifth Third BankAccountant
EducationJefferson County Public SchoolsTeacher
EducationJefferson County Public SchoolsTeacher
Computer ScienceCapital CellarsComputer Assistant
Early ChildhoodOld School DaycareChild Care Attendant
EducationOld School DaycareChild Care Attendant
Criminal JusticeFrankfort City PoliceCitation Officer
Liberal StudiesSam's ClubManagement Trainee
Criminal JusticeKroger - Loss PreventionLoss Prevention Officer
Computer ScienceFrankfort Chamber of CommerceComputer Assistant
Business AdministrationU.S. Food & Drug AdministrationResearch Assistant
Criminal JusticeMeritor, Inc.Security Guard
Mass CommunicationFranklin County Public SchoolsSubstitute Teacher
Business AdministrationDress Barn Department StoreSales Clerk
Business AdministrationKY Independent ChoicesAdministrative Assistant
Computer ScienceState Farm Insurance Co.Computer Assistant
Public AdministrationACSPersonnel Administrator
EducationFrankfort YMCAChild Care Counselor
===== PAGE 76 =====
Computer ScienceFrankfort Regional Medical CenterComputer Assistant
Business AdministrationKY Department of TransportationClaims Specialist
Business AdministrationColgateTrainer
PsychologyT.J. Maxx Department StoreCashier
Childhood EducationCommunity ChoicesCounselor
Computer ScienceKY Commonwealth Office of TechnologyComputer Assistant
Business AdministrationAnderson County Cable ServicesAdministrative Assistant
Business AdministrationFederal Highway AdministrationFinance Trainee
Business AdministrationLowe'sCashier
Elementary EducationOld School DaycareChild Care Attendant
Physical EducationFranklin County Public SchoolsTeacher
Public AdministrationFrankfort Community ActionCounselor
Mass CommunicationFederal Highway AdministrationCommunity Specialist Trainer
Business AdministrationSam's ClubManagement Trainee
Criminal JusticeCity of Frankfort - Police Dept.Citation Officer
Public AdministrationFrankfort Regional Medical CenterDesk Clerk
===== PAGE 77 =====
Political ScienceTSA - Bluegrass AirportSecurity Guard
Business AdministrationCommonwealth Credit UnionTeller
Mass CommunicationMeritor, Inc.Administrative Assistant
Computer ScienceState Farm Insurance Co.Computer Assistant
Computer ScienceThe WooleryComputer Assistant
Computer ScienceUniversity of KentuckyComputer Assistant
Business AdministrationLowe'sCashier
Public AdministrationKraft FoodsManagement Trainee
Criminal JusticeMaurice's Department StoreCashier
Computer ScienceKY Commonwealth Office of TechnologyComputer Assistant
Computer ScienceCapital City InsuranceComputer Assistant
Business AdministrationU.S. Food & Drug AdministrationResearch Assistant
Business AdministrationCommonwealth Credit UnionTeller
Special EducationFayette County Public SchoolsTeacher
PsychologyFarmers Home AssociationAdministrative Assistant
EducationCedar Point Amusement ParkSales Clerk
Public AdministrationSocial Security AdministrationAdjudicator
Computer ScienceACSComputer Assistant
Physical EducationShelby County SchoolsTeacher
===== PAGE 78 =====
Social WorkSafe HouseSocial Worker
Liberal StudiesLowe'sLoader
Public AdministrationKentucky Employment ServicesClerical Assistant
Social WorkEveryday MattersCounselor
Public AdministrationShoe CarnivalSales Clerk
Computer ScienceKY Commonwealth Office of TechnologyComputer Assistant
Business AdministrationKY School Board AssociationAdministrative Assistant
EducationCedar Point Amusement ParkClerk
Business AdministrationState Farm Insurance Co.Clerical Assistant
Computer ScienceACSComputer Assistant
Public AdministrationBlack AchieversCounselor
BiologyU.S. Surface MineResearch Assistant
Business AdministrationCity of FrankfortClerical Assistant
EducationFranklin County Public SchoolsTeacher
Business AdministrationACSAdministrative Assistant
Criminal JusticeTennessee State Parole & Probation OfficeProbation Officer
Public AdministrationFranklin County Public SchoolsTeacher
AccountingFederal Highway AdministrationFinancial Assistant
===== PAGE 79 =====
Business AdministrationDillard's Department StoreManagement Trainee
Criminal JusticeYMCA Black AchieversCounselor
Physical EducationFrankfort YMCACounselor
Business AdministrationCommonwealth Credit UnionTeller
Computer ScienceKY Corrections - Parole BoardComputer Analyst
Business AdministrationUSDA Rural DevelopmentAdministrative Assistant
Mass CommunicationB96 Radio StationBoard Controller
EducationJefferson county Public SchoolsTeacher
Business AdministrationLowe'sCustomer Service Representative
Criminal JusticeFrankfort City PoliceOfficer
Business AdministrationWalgreen'sCashier
## 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 ===== PAGE 80 ===== ## 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 ===== PAGE 81 ===== 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 ===== PAGE 82 ===== University of Toledo - 1 Xavier University - 1 ===== PAGE 83 ===== ## The Office of Residence Life
Housing Status for Spring 2015
Residence HallTotal Bed Capacity# of Occupied Beds# of Vacant Beds# of Beds OfflineOccupancy Rate
FemalesMalesTotalFemalesMalesTotal
Chandler Hall1149009020020478.95%
Combs Hall1060888801818083.02%
Hunter Hall10226548081220278.43%
Kentucky Hall1361020102240241075.00%
McCullin Hall9750277715318279.38%
The Halls3190000003190.00%
Young Hall150607213281018088.00%
Total1,024328241569754311833755.57%
One-Stop Shop
MONTHJANUARYFEBRUARYMARCH
Individuals Served1,252219116
Prospect CardsFAFSA CompletionEntrance CounselingExit CounselingPayment Plan CompletionBackground CheckGreen to Gold Referrals
13136216321570
===== PAGE 84 ===== # 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 ===== PAGE 85 ===== 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 Section Page B1 Minutes of October 24, 2014 and January 22, 2015 4 B2 Executive Summary 13 B3 Action Item: FY16 Tuition and Fees 19 B4 Budget vs. Actual and Unaudited Comparative Financial Statements 27 B5 Banking Information 34 B6 Human Resource Services Update 37 B7 Supply Chain Summary and Letter to Vendors 40 B8 Facilities Summer 2015 Update Plan 46 ===== PAGE 86 ===== # 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 Unaudited Financials 2. Banking Information Update 3. Human Resource Services Update 4. Supply Chain Summary and Letter to Vendors 5. Facilities – Summer 2015 Update Plans Mr. Pinkard VIII. DISCUSSION: The quick brown fox jumps over the lazy dog. Mr. Pinkard IX. ADJOURNMENT ===== PAGE 87 =====
Agenda Item Background
To:Board of Regents Finance CommitteeDate: April 23, 2015
From:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Subject:October 24, 2014 and January 22, 2015 Committee Minutes
Reason for Consideration:ApprovalEnclosures: Yes
## 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
Initiator:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 88 ===== 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 HenryNot PresentSyamala ReddyNot Present
Karen BeardenPresentCharles WhiteheadPresent
Mindy BarfieldPresentEkumene LysongePresent
David GuarnieriPresentTravis HaskinsPresent
Elgie McFaydenPresentBreana L. SmithNot 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. ===== PAGE 89 ===== 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. ===== PAGE 90 ===== 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. ===== PAGE 91 ===== ### 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 AdministrationRegent LaVaughn Henry and Regent Mindy Barfield, Chairpersons
Finance and Audit Committees
Approved with no corrections Approved with corrections ===== PAGE 92 ===== # 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 David Guarnieri Syamala Reddy Mindy Barfield
Charles Whitehead
Karen Bearden
Travis Haskins
Elaine Farris
Present Not Present Not Present Not Present 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. ===== PAGE 93 ===== ## 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 ===== PAGE 94 ===== $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 ===== PAGE 95 ===== 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. Submitted by: The quick brown fox jumps over the lazy dog. Approved by:
Mr. Mikeal Pinkard, Interim Vice President Finance and FacilitiesRegent LaVaughn Henry and Regent Mindy Barfield, Chairpersons
Finance and Audit Committees
Approved with no corrections Approved with corrections ===== PAGE 96 ===== ## Agenda Item Background
To:Board of Regents Finance CommitteeDate: April 23, 2015
From:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Subject:Executive Summary
Reason for Consideration:Informational ItemEnclosures: Yes
## Background: Please see attached. Recommendation:
Informational Item
Initiator:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 97 ===== ## 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 ===== PAGE 98 ===== 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. ===== PAGE 99 ===== ## 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 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. ===== PAGE 100 ===== 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. ===== PAGE 101 ===== ### 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. ===== PAGE 102 =====
Agenda Item Background
To:Board of Regents Finance CommitteeDate: April 23, 2015
From:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Subject:FY16 Tuition and Fees
Reason for Consideration:ApprovalEnclosures: Yes
## 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
Initiator:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 103 =====
TUITION/MANDATORY FEE SCHEDULE
2014/15 Per Sem.2015/16 Per Sem.
FULL-TIME
Undergraduate
Resident
12 - 18 credit hours$3,507$3,682
19 credit hours$3,799$3,989
20 credit hours$4,092$4,296
21 credit hours$4,384$4,603
Non-resident
12 - 18 credit hours$8,412$8,833
19 credit hours$9,113$9,569
20 credit hours$9,814$10,305
21 credit hours$10,515$11,041
Non-resident Destiny & Legacy
12 - 18 credit hours$7,014$7,365
19 credit hours$7,599$7,978
20 credit hours$8,183$8,592
21 credit hours$8,768$9,206
## TUITION/MANDATORY FEE SCHEDULE
2014/152015/16
PerPer
SemesterSemester
Graduate (full or part-time per credit hour)
Resident$398$418
Non-resident$599$629
PART-TIME
Undergraduate (per credit hour)
Resident$292$307
Non-resident$701$736
Non-resident - Destiny & Legacy$585$614
===== PAGE 104 ===== ## ONLINE TUITION AND FEE SCHEDULE
FEES2014/152015/16
PerPer
Credit HourCredit Hour
Undergraduate
Resident$370$389
Non-resident$370$389
Graduate
Resident$453$476
Non-resident$453$476
2014/152015/16
PerPer
CourseCourse
High School
Student
Dual Credit (All Counties)$165$165
Dual Credit (All Counties)- Math$60$60
## 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. ===== PAGE 105 =====
SCHEDULE OF OPTIONAL PARTICIPATION FEES
Description2014/20152015/2016
Activity Fee170170
Application fee3030
Application fee--International Students100100
Auto Registration--Students (per year)3030
Auto Registration--Faculty/Staff (per year)100100
Damage Fee (non-refundable)125125
Deferred Payment Fee (per semester)7575
Diploma Replacement (undergraduate)1313
Diploma/Cover Replacement (undergraduate)2020
Diploma Replacement (graduate)2020
Diploma/Cover Replacement (graduate)4040
Drop/Add Fee3030
Graduation Fee--Undergraduate (excl cap/gown) non-refundable7575
Graduation Fee--Graduate (excl cap/gown) non-refundable125125
Homecoming Fee (fall semester only)5050
Housing Access Control Fee (One Time Housing Fee,) non-refundable5050
ID Meal Replacement Fee (per card)2020
Late Registration (per semester)100100
Nursing Student Liability Insurance Fee (Fall Semester)1616
Nursing Student Drug Screening5050
Orientation Fee3535
Payment Plan System Maintenance Fee2525
Re-instatement Fee5050
Return Check Fee5050
Room Reservation (per year)7575
Student Housing Fire, Theft Property Insurance6060
Transcript Fee1010
Thesis Fee3030
Test Fees
ACT Test Fee National3434
ACT Test Fee Residual3434
CLEP Test--KSU2525
CLEP Test--CLEP7777
Correspondence Exams2525
CPP-2 Test--
*GMAT Test--
===== PAGE 106 =====
SCHEDULE OF OPTIONAL
PARTICIPATION FEES (continued)2014/20152015/2016
Description
*Law School Reports--
*LSDAS
*LSAT Test--
MAT(Miller Analogies Test)7777
*MCAT Test--
NLN/ACE7070
NCLEX Review350350
*PRAXIS Test--Registration--
*PRAXIS Test--Subject--
SAT1 Test-Reasoning4949
SAT2 Test--Subject (each)2222
SAT2 Test--Listening2222
TOEFL Test125125
Testing Transcript (per copy)55
*Fees are established by Testing Service Provider. ===== PAGE 107 =====
COURSE & LAB FEES
Per Course 2014/2015Per Course 2015/2016
Applied Information Technology
CIT 110 120 136 137 220 255 310 355 450 451$20$20
CIT 121 221 222 230 251 300 350 351 352 361 362 420 430 440 452 460$0$0
CIT 111 112 200 360$20$20
Aquaculture
AQU 411 427 511 527$0$0
AQU 412 413 460 512 560$30$30
AQU 410 428 510 528$30$30
Art
ART 130 360$10$10
ART 101 108 110 112 113 211 305 306 310 319 330 405$30$30
419 430 431 432$30$30
ART 220 240 315 317 321 340 415 417 420 433 434 435$50$50
436 437 438 439 440 441 442 443 444 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 454 4
===== PAGE 108 ===== ## 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 ===== PAGE 109 =====
Agenda Item Background
To:Board of Regents\nFinance CommitteeDate:\nApril 23, 2015
From:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Subject:Unaudited Comparative Financial Statements for the nine months ended March 31, 2015
Reason for Consideration:Informational ItemEnclosures: Yes
## 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. ===== PAGE 110 ===== ## 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.
Initiator:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 111 =====
Budget vs. Actual Nine months ending March 31, 2015 (Amounts shown in dollars)
YTD ACTUAL BY FUND
GROUPApproved BudgetYTD Actual ActivityYTD Actual % of Budget% VarianceEducation and GeneralAuxiliaryLand Grant and Action Agenda
REVENUE
State appropriations23,429,60018,743,68080.00%-20.00%16,000,8802,742,800
Student tuition & mandatory fees20,205,50016,066,11479.51%-20.49%16,066,114
Auxiliaries6,187,5004,392,35870.99%-29.01%4,392,358
Other-$1.4 million of this YTD actual primarily includes Indirect Cost Recoveries, Activity Fees, Nursing Course Fees, Interest and Rental Income.3,682,0001,681,60545.67%-54.33%1,681,605
Total revenue53,504,60040,883,75776.41%-23.59%33,748,5994,392,3582,742,800
EXPENDITURES
Instruction12,985,0007,816,17560.19%-39.81%7,774,84841,326
Research1,942,100942,88748.55%-51.45%942,887
Public Service1,621,1001,036,84963.96%-36.04%89,428947,421
Academic Support2,174,6001,321,37260.76%-39.24%1,321,372
Student Services5,749,1003,716,67464.65%-35.35%3,716,674
Institutional Support12,351,6006,888,91555.77%-44.23%6,888,83184
Operations & Maintenance5,450,6004,099,28975.21%-24.79%4,099,289
Student Financial Aid5,043,0005,776,924114.55%14.55%5,776,924
Residence Halls2,957,2001,002,55933.90%-66.10%1,002,559
Dining2,513,8001,596,33263.50%-36.50%1,596,332
Other Auxiliaries716,500510,88871.30%-28.70%510,888
Total expenditures53,504,60034,708,86264.87%-35.13%29,667,3653,109,8621,931,635
Surplus (deficit) before transfers-6,174,8954,081,2341,282,496811,165
===== PAGE 112 =====
Mandatory & non mandatory transfers-----
Surplus (deficit) before other activity-6,174,8954,081,2341,282,496
Other fund net activity-(2,328,679)
Increase (decrease) in net position-3,846,216
===== PAGE 113 ===== ## Kentucky State University Statement of Revenues, Expenses and Changes in Net Position (By Function) Periods Ending March 31, 2015 and 2014 (Unaudited)
March 2015March 2014
REVENUES
Operating revenue:
Student tuition and fees (gross)16,066,11420,198,809
Less: Scholarship allowances(5,336,522)(4,772,647)
Student tuition and fees (net of scholarships)10,729,59215,426,162
Federal grants and contracts5,686,2024,550,019
Federal appropriations5,075,9885,030,920
State and local grants and contracts1,802,2591,608,053
Auxiliary enterprises
Residence halls2,427,4483,092,570
Dining2,220,6642,856,556
Bookstore4,99075,000
Other auxiliaries-majority includes, laundry, homecoming and facility rental.18,43072,006
Other operating revenues – primarily includes Indirect Cost Recoveries, Activity Fees, Nursing Course Fees, Interest Income, Grant and Rental Income1,947,4091,715,288
Total operating revenue29,912,98334,426,575
EXPENSES
Operating expenses:
Educational and general
Instruction8,034,3228,468,241
Research4,140,8543,900,119
Public service5,412,6475,322,003
Academic support2,276,7851,726,393
Student services4,808,7155,319,453
Institutional support7,972,0017,541,256
Operations and maintenance of plant4,253,7994,220,830
Student aid7,330,1378,907,732
Depreciation3,093,2053,098,417
Auxiliary enterprises
Residence halls1,002,5591,026,133
Dining1,596,3322,101,957
Other auxiliaries – primarily includes Auxiliary salary expenses and copy services510,8881,538,464
Depreciation243,121246,210
Total operating expenses50,675,36553,417,208
Operating income (loss)(20,762,382)(18,990,634)
===== PAGE 114 =====
Kentucky State University Statement of Revenues, Expenses and Changes in Net Position (By Function) Periods Ending March 31, 2015 and 2014 (Unaudited)
(Unaudited)
March 2015March 2014
NON-OPERATING REVENUES (EXPENSES)
State appropriations18,743,68018,829,921
Federal grants and contracts4,983,5135,849,998
Gifts-(1,500)
Investment income (net of investment expenses)1,000,7151,193,790
Interest on capital asset related debt(123,899)(161,621)
Other non-operating revenues (expenses)-2,079
Net non-operating revenues24,604,00925,712,668
Income (loss) before other revenues, expenses, gains or losses3,841,6276,722,034
Endowment Gifts4,5894,950
Capital appropriations--
Increase (decrease) in net assets3,846,2166,726,984
Net assets, beginning of year110,017,536114,056,265
Net assets, end of year113,863,752120,783,249
===== PAGE 115 =====
Kentucky State University Statement of Net Position (Unaudited)
March 2015March 2014
ASSETS
Current assets:
Cash and cash equivalents29,027,84527,223,275
Accounts, grants, and loans receivable, net5,968,62612,181,512
Inventory and other current assets145,269603,659
Total current assets35,141,74040,008,446
Noncurrent assets:
Accounts, grants, and loans receivable, net484,743319,072
Investments16,262,38014,704,118
Capital assets, net77,815,09380,606,737
Total noncurrent assets94,562,21795,629,927
Total assets129,703,957135,638,372
LIABILITIES
Current liabilities:
Accounts payable and accrued liabilities5,256,6042,744,186
Accrued compensated absences1,870,8781,994,315
Unearned revenue (Federal and State Grants)1,046,6231,181,931
Deposits165,886164,935
Other current liabilities(56,529)328,460
Bonds and capital lease obligations, net440,973606,012
Total current liabilities8,724,4367,019,838
Noncurrent liabilities
Bonds and capital lease obligations6,580,8057,300,371
Other long term liabilities534,964534,914
Total noncurrent liabilities7,115,7697,835,285
Total liabilities15,840,20414,855,123
NET POSITION
Invested in capital assets, net of related debt
Restricted72,977,28075,785,027
Nonexpendable8,657,50611,409,979
Expendable2,946,9712,703,416
Unrestricted29,281,99530,884,828
Total Net Position113,863,752120,783,249
===== PAGE 116 =====
Kentucky State University Statement of Cash Flows Periods Ending March 31, 2015 and 2014 (Unaudited)
March 2015March 2014
Cash flows from operating activities
Tuition and fees10,765,50812,572,914
Grants and contracts14,579,96512,615,079
Payments to suppliers(12,142,713)(15,286,974)
Payments to employees(25,995,801)(26,554,725)
Student financial aid(6,924,524)(8,798,510)
Loans issued to students – Primarily PIOs(421,842)21,134
Collection of loans issued to students178,129103,674
Auxiliary enterprises
Residence halls and dining4,648,1125,949,125
Bookstore4,99075,000
Other auxiliaries18,43072,006
Other receipts - primarily includes Indirect Cost Recoveries, Activity1,966,3751,862,939
Fees, Nursing Course Fees, Interest and Rental Income
Net cash from operating activities(13,323,371)(17,368,338)
Cash flows from noncapital financing activities
State appropriations18,743,68018,829,921
Federal grants and contracts4,983,5145,849,998
Gifts for other than capital purposes4,5893,450
Student organization agency receipts89,48874,123
Student organization agency disbursements(92,823)(70,044)
Other receipts (payments)-2,079
Net cash from noncapital financing activities23,728,44824,689,527
Cash flows from capital financing activities
Capital appropriations--
Purchases of capital assets(490,400)(765,746)
Proceeds from capital debt--
Principal paid on capital debt(380,329)(269,601)
Interest paid on capital debt(123,899)(161,621)
Net cash flows from capital financing activities(994,628)(1,196,968)
Cash flows from investing activities
Interest received on investments1,289,387(619,608)
Investment expenses-(43,942)
Proceeds from sale of investments4,636,4818,040,635
Purchases of investments(5,884,435)(7,386,016)
Other Investments
Net cash flows from investing activities41,433(8,930)
Net increase (decrease) in cash and cash equivalents9,451,8826,115,291
Cash and cash equivalents at beginning of year19,575,96321,107,984
Cash and cash equivalents at end of year29,027,84527,223,275
===== PAGE 117 =====
Kentucky State University Statement of Cash Flows Periods Ending March 31, 2015 and 2014 (Unaudited)
March 2015March 2014
Reconciliation of net operating gain (loss) to net cash from operating activities
Operating gain (loss)(20,762,382)(18,990,634)
Adjustments to reconcile operating income to net cash from operating activities
Depreciation expense3,336,3263,344,627
Gain (loss) on disposal of capital assets--
Bad debt expense734,709-
Changes in assets and liabilities:
Receivables, net1,588,394(1,181,364)
Inventory and prepaid expenses12,575(65,138)
Accounts payable and accrued liabilities1,854,362(546,828)
Accrued compensated absences313,528360,764
Other liabilities(148,179)(191,618)
Unearned revenue(252,705)(98,147)
Net cash from operating activities(13,323,371)(17,368,338)
===== PAGE 118 =====
Agenda Item Background
To:Board of Regents Finance CommitteeDate: April 23, 2015
From:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Subject:Banking Information Update
Reason for Consideration:Informational ItemEnclosures: No
## 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. ===== PAGE 119 ===== 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
Initiator:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 120 =====
Agenda Item Background
To:Board of Regents FinanceDate: April 23, 2015
From:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Subject:Human Resource Services Update
Reason for Consideration:Informational ItemEnclosures: Yes
## Background: The following summarizes key activities that occurred in Human Resources during the first quarter of 2015 (January, February and March).
Informational Item
Initiator:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 121 =====
Human Resources Activity Reported to the Board of Regents April 23, 2015
ActivityJan.Feb.MarchTotal (if applicable)% of Total Workforce (if applicable)
Employees formally retiring33061.18%
New positions posted61517387.50%
New permanent hires (full-time)557173.35%
New part-time hires02130.59%
New hires (adjuncts) Mary Lambert Felicia Scott-Strickland Renee Sinkhorn30030.59%
Employees processed through new employee orientation558183.55%
Promotions10010.20%
Voluntary separations659203.94%
Involuntary separations713112.17%
Workers' comp claims33281.58%
Workers' comp dollars39,6480.0014,36354,011*0.23%**
Applications/resumes102230532864NA
EPAFs approved769879253NA
Contacts at the Disability Resource Center104148151403NA
===== PAGE 122 =====
ActivityJan.Feb.MarchTotal (if applicable)% of Total Workforce (if applicable)
Employees on Family Medical Leave (FMLA)321NANA
New and approved requests for Family Medical Leave (FMLA)000NANA
Employees on short term disability000NANA
Employees on long term disability333NANA
* Of the total dollars, approximately $39,600 was for surgery for one covered claim. ** Based upon total payroll. ===== PAGE 123 =====
Agenda Item Background
To:Board of Regents\nFinance CommitteeDate:\nApril 23, 2015
From:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Subject:Supply Chain Summary
Reason for Consideration:Informational ItemEnclosures: Yes
## 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:
Fiscal YearSpend
2012$14,601,612.63
2013$14,285,371.71
2014$13,422,338.57
2015$9,550,310.56
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
Initiator:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 124 =====
Top 25 Suppliers Fiscal Year 2015 Vendor Payments History Summary as of 03-27-15
No.NameFY14 Annual SpendFY15 YTD Spend
1Aramark Campus Services$2,248,255.39$1,732,746.14
2Frankfort Electric & Water Plant Board$1,754,139.63$1,135,705.61
3Xerox Corporation$881,996.38$578,956.20
4KY State Treasurer$716,249.60$516,808.22
5Columbia Gas of KY$562,816.53$377,929.52
6Dell Marketing LP$316,944.39$285,700.64
7Johnson Controls Inc$252,419.50$280,371.50
8Ellucian Company LP$280,344.40$250,905.50
9Neace Lukens Inc$264,732.03$244,491.20
10Creative Image Technologies$197,188.65$193,343.29
11AT&T$212,492.60$166,580.25
12DMD Data Systems Inc$66,676.47$137,457.92
13Kendall Contracting$49,977.79$107,431.32
14Dean Dorton Allen Ford$122,750.00$100,000.00
15Scheller's KY LLC$1,646.29$87,974.69
16Apple Inc$38,687.17$87,024.84
17Securitas Security Services$108,382.58$80,165.80
18UNUM Life Insurance Company of America$125,839.98$80,018.48
19CDW Government Inc$37,028.48$72,049.19
20Blackboard Inc$86,635.90$71,774.06
21M&M Sanitation / Allied Waste Services$5,617.21$71,309.53
22US Bank$144,654.79$65,849.94
23Fisher Scientific$127,320.35$63,925.51
24SimplexGrinnell LP$53,172.26$56,507.76
25Johnson Newcomb LLP$53,681.80$55,571.70
TOTAL$8,709,650.17$6,900,598.81
===== PAGE 125 =====
KENTUCKY STATE UNIVERSITY REPETITIVE PURCHASES FY15 DATA AS OF: MARCH 27, 2015
COMMODITYFY14 SPEND\n07/01/13 – 06/30/14FY15 SPEND\n07/01/14 – 03/27/15
Athletic Supplies$86,455.84$35,323.99
Automotive Supplies$20,203.57$26,440.68
Awards & Plaques$22,352.10$21,616.10
Background Checks$23,100.04$16,286.37
Bus Charters$86,073.00$134,773.00
Carpentry Supplies$3,870.50$20,622.14
Coal$0.00$44,977.54
Commencement Supplies$14,104.85$6,088.86
Computer Supplies$53,752.81$33,233.81
Computers$197,292.35$251,090.60
Custodial Supplies$85,232.00$71,888.39
Cylinder Rentals & Gases$37,222.20$15,091.37
Lighting$25,642.36$26,325.99
Mat Cleaning Services$24,646.26$13,026.21
Medical Supplies$33,020.58$10,788.89
Office Supplies$130,098.80$65,465.48
Pest Control Services$15,897.00$15,124.00
Plumbing Supplies$9,915.39$15,934.50
Printing Services$13,650.51$17,939.86
Promotional Supplies$79,819.29$73,605.35
Scientific Supplies$91,204.13$43,543.28
Security Services$151,275.52$92,078.30
TOTAL$1,204,829.10$1,051,264.71
===== PAGE 126 =====
Agenda Item Background
To:Board of Regents FinanceDate: April 23, 2015
From:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Subject:Contract Review Update
Reason for Consideration:Informational ItemEnclosures: Yes
## 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
Initiator:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 127 ===== # Kentucky State University 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 ===== PAGE 128 ===== Inspiring Innovation. Growing Leaders. Advancing Kentucky. # KENTUCKY STATE UNIVERSITY COST SAVINGS INITIATIVES VENDOR RESPONSE FORM
Name of Company
Primary Contact
Primary Contact Phone
List Cost Reductions Ideas (feel free to attach additional sheets if necessary):
Other suggestions on how your products or services can reduce costs:
Print Name
Title
Signature
Date
===== PAGE 129 =====
Agenda Item Background
To:Board of Regents Finance CommitteeDate: April 23, 2015
From:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Subject:Summer 2015 Facilities Update Plan
Reason for Consideration:Informational ItemEnclosures: Yes
## 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
Initiator:Mr. Mikeal Pinkard, Interim Vice President for Finance and Facilities
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 130 =====
Task_NameDurationStart_DateFinish_DateCost
Boiler Plant525/15/20157/6/2015$22,350
Capital Planning & Construction3753/27/20159/1/2016$11,356,000
VEHICLES14/13/20154/13/2015$40,800
Total Roof Needs1744/1/20159/22/2015$5,464,222
CARPENTRY1403/27/20158/14/2015$180,930
ELECTRIC973/27/20157/2/2015$33,653
Grounds565/15/20157/31/2015$1,200
HVAC625/15/20158/7/2015$54,686
Janitorial605/15/20158/5/2015$18,180
Locksmith185/15/20156/9/2015$29,000
Painters415/15/20157/10/2015$16,500
TOTAL FACILITIES NEEDS$17,217,521
===== PAGE 131 =====
Task_NameDurationStartFinishCostMayJuneJuly
5/35/105/175/245/316/76/146/216/287/57/12
Boiler Plant525/15/157/6/15$22,350
COAL BOILER #2245/15/156/8/15$10,250
Remove the ashes from the fire-box15/15/155/16/15$0
Remove the fly ash from the front wind box15/15/155/16/15$0
Remove the fly ash from the rear wind boxes25/18/155/20/15$0
Remove access doors15/18/155/19/15$0
Blow down the tubes from the top15/21/155/22/15$0
Blow down the tubes from the wind boxes15/22/155/23/15$0
Remove the fly ash from the wind boxes15/21/155/22/15$0
Inspect the grates in the fire box and replace75/18/155/25/15$5,000
Remove the secondary ram and replace15/26/155/27/15$1,000
Inspect the retort throat15/28/155/29/15$0
Clean the tubes in the fire box25/18/155/20/15$0
Clean the front and rear walls15/21/155/22/15$0
Drain the water from the boiler15/15/155/16/15$0
Open the water and mud drums and hand holds15/18/155/19/15$2,000
Rinse out the drums15/19/155/20/15$0
Insulate the steam and water lines75/27/156/3/15$1,500
Open and inspect the column and column lines15/15/155/16/15$0
Inspect the site glass15/15/155/16/15$0
Paint the insulation that was installed46/4/156/8/15$250
Turbine tubes55/20/155/25/15$200
Inspect the soot blower element15/15/155/16/15$0
Open the door on the brick smokestack and clean out all debris45/15/155/19/15$0
Open the water and mud drums and hand holds15/25/155/26/15$300
===== PAGE 132 =====
Task_NameDurationStartFinishCost5/35/105/175/245/316/76/146/216/287/57/12
Gas BOILER #3175/15/156/1/15$2,200
Drain the water from the boiler45/15/155/19/15$0
Open the water and mud drums and hand holds25/20/155/22/15$2,000
Rinse out the drums25/25/155/27/15$0
Open and inspect the water columns and lines45/15/155/19/15$0
Inspect the site glass45/15/155/19/15$0
Remove the baffles from the water drum25/25/155/27/15$0
Turbine tubes if needed45/28/156/1/15$200
Inspect the chemical lines45/15/155/19/15$0
Open up the fire box and inspect the burner45/15/155/19/15$0
Deaerator TANK16/8/156/9/15$300
Drain the water and open the top and bottom doors16/8/156/9/15$300
Remove the grates (trays)16/8/156/9/15$0
Rinse the Deaerator tank out16/8/156/9/15$0
Inspect the shower head16/8/156/9/15$0
Scrape the inside of the tank and look for damage16/9/156/10/15$0
Inspect the injection quill16/9/156/10/15$0
BOILER ROOM16/15/156/16/15$4,600
Repack and rebuild all the steam valves16/15/156/16/15$200
Repack and rebuild all the water valves16/16/156/17/15$200
Open, clean out and inspect the cones in all 3 dust collectors/Replace chain guards16/15/156/16/15$300
Inspect the condensate tank and pumps16/15/156/16/15$0
Have the safety valve on #2 Boiler tested16/15/156/16/15$3,000
Inspect the piping of the feed water line coming out of the bottom of the Deaerator tank16/15/156/16/15$0
Inspect the expansion joints at the feed water pumps16/15/156/16/15$0
Clean the steam header pipes and tops of all three boilers & Deaerator tank16/15/156/16/15$300
===== PAGE 133 =====
Task_NameDurationStartFinishCost5/35/105/175/245/316/76/146/216/287/57/12
UTILITY TUNNELS475/15/157/1/15$5,000
Inspect the condensate pumps and tanks15/15/155/16/15$0
Drain all traps and leave the valves open15/15/155/16/15$0
Clean out all trash15/15/155/16/15$0
Replace the lights that are out15/15/155/16/15$500
Replace any insulation that is damaged17/1/157/2/15$1,000
Inspect all trap piping, replace valves and pipes as needed16/29/156/30/15$3,500
Inspect the exhaust fans and leave them turned on during shut down period15/18/155/19/15$0
AIR COMPRESSORS17/6/157/7/15$1,500
Service air compressors and have ready for start-up17/6/157/7/15$1,500
COAL SYSTEM55/15/155/20/15$1,300
Clean up all coal that is left on in the hopper outside chute, belt conveyor and in the elevator buckets and tank45/15/155/19/15$0
Inspect all working parts throughout the system, repair or replace what is needed15/20/155/21/15$1,300
===== PAGE 134 =====
Task_NameDurationStartFinishCost3/223/29AprilMayJun-15Jul-15Aug-15Aug-16Sep-16
Capital Planning & Construction3753/27/159/1/16$ 11,356,000
Campus Wide514/20/156/29/15$ 212,000
5 Exterior Building Signs66/22/156/29/15$ 25,000
Emergency Contingency64/20/154/27/15$ 24,000
Sidewalk Utility Tunnel Caulking35/15/155/19/15$ 6,000
Concrete Sidewalk Repairs55/15/155/21/15$ 12,000
Concrete Curb & Gutter Repair55/15/155/21/15$ 12,000
Parking lot sealcoat & stripe15/22/155/22/15$ 120,000
Paint light poles35/15/155/19/15$ 13,000
Repair Boilers and Aging
Distribution Lines3753/27/159/1/16$ 10,400,000
Carroll ASB513/27/156/5/15$ 44,000
ASB concrete Stair Repairs63/27/154/3/15$ 10,000
Lighting upgrade105/25/156/5/15$ 34,000
Chandler, Combs, Kentucky, & The
Halls106/8/156/19/15$ 15,000
Replace leaking cast iron drain traps in Dorms106/8/156/19/15$ 15,000
Chandler, Kentucky, McCullin and The Halls106/15/156/26/15$ 255,000
Upgrade Fire Alarm Systems106/15/156/26/15$ 255,000
Hunter Hall105/18/155/29/15$ 200,000
Upgrade and Repair Restrooms in Hunter Hall105/18/155/29/15$ 200,000
Old Guard Armory56/1/156/5/15$ 75,000
Armory Exterior Repairs56/1/156/5/15$ 75,000
Russell Court Apts.54/20/154/24/15$ 20,000
Russell Court concrete Repairs54/20/154/24/15$ 20,000
The Halls34/13/154/15/15$ 5,000
The Halls Concrete Deck Repair34/13/154/15/15$ 5,000
Underwood Cafeteria594/13/157/2/15$ 65,000
Boiler Chimney Revisions34/13/154/15/15$ 15,000
Refurbish and Replace control on Elevator in McCullin Hall166/11/157/2/15$ 50,000
VEHICLES14/13/154/13/15$ 40,800
Fork Truck14/13/154/13/15$ 16,800
Purchase 2 Electric Service Trucks14/13/154/13/15$ 24,000
===== PAGE 135 =====
Task_NameDurationStartFinishCostAprilMayJuneJulyAugSept
4/54/124/194/265/35/105/175/245/316/76/146/216/287/57/127/197/268/28/98/168/238/309/69/139/209/27
Alumni House46/1/156/5/15$ 140
Carver Hall Annex105/15/155/25/15$ 481
Hume Hall45/4/155/8/15$ 13,276
Motor Pool24/6/154/8/15$ 15,120
QEP HOUSE24/1/154/3/15$ 1,814
Rosenwald Police Center44/20/154/24/15$ 13,695
Small & Quick Total$ 44,526
Cooperative Ext Bld817/1/159/20/15$ 200,000
Baseball Restroom44/20/154/24/15$ 43,050
Betty White119/7/159/18/15$ 177,280
Jordan Maint.119/7/159/18/15$ 156,645
Must Do Total$ 576,975
Blazer Library, Roof B & F119/7/159/18/15$ 344,400
Carroll Academic Serv Bld119/8/159/19/15$ 1,239,840
Exum Center119/9/159/20/15$ 2,614,570
Kentucky Hall119/10/159/21/15$ 130,031
McCullin Hall119/11/159/22/15$ 78,623
Should Do Total$ 4,407,464
Bell Gym119/7/159/18/15$ 334,173
HILLCREST119/7/159/18/15$ 34,156
MARYLAND WAREHOUSE119/7/159/18/15$ 66,929
Long Term Replacement Total$ 435,258
Total Roof Needs1744/1/159/22/15$ 5,464,222
===== PAGE 136 =====
Task_NameDurationStartFinishCostMarchAprilMayJuneJuly
CARPENTRY1403/27/158/14/15$180,9303/153/223/294/54/124/194/265/35/105/175/245/316/76/146/216/287/57/127/197/268/28/98/16
COMBS105/15/155/28/15$10,250
Replace all broken ceiling tile in the hallways on each floor105/15/155/28/15$2,500
Repair hole in wall of 4th floor restroom105/15/155/28/15$150
Replace Ceiling panel in lobby area105/15/155/28/15$200
Replace soap dish in showers all floors105/15/155/28/15$400
Repair furniture in all rooms105/15/155/28/15$4,000
Replace broken Blinds in all rooms105/15/155/28/15$1,500
Replace transition strip in all rooms.105/15/155/28/15$1,000
Replace Broken glass in all fire stations105/15/155/28/15$500
HUNTER543/27/156/10/15$32,200
Replace glass in middle stairwell35/22/155/26/15$500
Replace missing door room number on each floor105/28/156/10/15$500
HVAC Leak in lobby repair13/27/153/27/15$0
Repaint ceiling on each floor105/28/156/10/15$250
1st floor, replace metal sheet panel105/28/156/10/15$150
Shower bench restoration105/28/156/10/15$300
Carpet replacement Project35/28/156/1/15$30,000
Laundry room ceiling tile replacement105/28/156/10/15$500
MCCULLIN156/3/156/23/15$7,830
Replace all broken tiles on all floors106/10/156/23/15$160
2nd floor, Replace blinds in study room106/10/156/23/15$150
Vending machine room floor tile replacement106/10/156/23/15$320
Replace all missing transition strip all floors66/3/156/10/15$2,000
Pipe insulation in basement76/10/156/18/15$1,500
Window repairs, replace Glass and window lever46/18/156/23/15$1,200
Replace all damage ceiling tiles106/10/156/23/15$2,500
KENTUCKY206/23/157/20/15$7,100
Repaint Laundry room/ Kitchen on each floor106/23/157/6/15$400
Furniture repair all rooms- bed, dresser, desk, chair, wd106/23/157/6/15$4,000
Window repair57/14/157/20/15$1,200
Replace all damage blinds106/23/157/6/15$1,500
WHITNEY YOUNG57/6/157/10/15$6,500
Replace blinds57/6/157/10/15$2,500
Repair furniture all floor /all rooms57/6/157/10/15$4,000
CHANDLER107/10/157/23/15$2,950
Replace damage ceiling tile in lobby107/10/157/23/15$250
Repair all base board in hallway all floors107/10/157/23/15$1,200
Replace all broken blinds in building107/10/157/23/15$1,500
STUDENT CTR57/23/157/29/15$2,000
Student center Entry repair/repaint57/23/157/29/15$2,000
ALL DORMS166/23/157/14/15$39,600
All resident dorms Mattress replacement146/23/157/10/15$35,000
Campus Screen replacement37/10/157/14/15$4,600
EXUM47/28/157/31/15$2,500[52]
Exum floor tiles main entrance47/28/157/31/15$2,500
BLAZER LIBRARY117/31/158/14/15$70,000
Library carpet replacement project117/31/158/14/15$70,000
===== PAGE 137 =====
Task_NameDurationStartFinishCostMarchAprilMayJuneJulyAug
3/294/54/124/194/265/35/105/175/245/316/76/146/216/287/57/127/197/26
ELECTRIC973/27/20157/2/2015$33,653
CHANDLER35/11/20155/13/2015$1,900
Summer inspection & repairs35/11/20155/13/2015$1,900
KENTUCKY85/18/20155/27/2015$1,900
Summer inspection & repairs85/18/20155/27/2015$1,900
HUNTER65/28/20156/4/2015$2,037
Bathroom lighting65/28/20156/4/2015$2,037
COMBS66/5/20156/12/2015$2,003
Summer inspection & repairs66/5/20156/12/2015$2,003
MCCULLIN86/15/20156/24/2015$1,900
Summer inspection & repairs86/15/20156/24/2015$1,900
WHITNEY YOUNG693/27/20157/1/2015$7,900
Summer inspection & repairs56/25/20157/1/2015$1,900
Innovation center13/27/20153/27/2015$6,000
THE HALLS17/2/20157/2/2015$4,041
Summer inspection & repairs17/2/20157/2/2015$4,041
ASB213/27/20154/24/2015$2,932
Bathroom lighting upgrade213/27/20154/24/2015$2,932
HUME13/27/20153/27/2015$1,220
Front ground floodlight replace13/27/20153/27/2015$1,220
JACKSON15/15/20155/15/2015$1,220
Front ground floodlight replace15/15/20155/15/2015$1,220
HUNTER65/28/20156/4/2015$1,400
Bathroom overhead fixture replacement65/28/20156/4/2015$1,400
6-buildings95/29/20156/10/2015$700
Mobile charging stations95/29/20156/10/2015$700
ALL CAMPUS136/10/20156/26/2015$4,000
Exterior light repairs136/10/20156/26/2015$4,000
BRADFORD75/21/20155/29/2015$500
Stairwell lighting75/21/20155/29/2015$500
Grounds565/15/20157/31/2015$1,200
Cut dead trees down campus wide255/15/20156/18/2015$1,200
JONES FIELD356/15/20157/31/2015$0
Start up irrigation system for football stadium, Jones Practice & Baseball356/15/20157/31/2015$0
===== PAGE 138 =====
Task_NameDurationStartFinishCostMayJuneJulyAug
5/35/105/175/245/316/76/146/216/287/57/127/197/268/28/9
HVAC625/15/158/7/15$54,686
EXUM105/15/155/28/15$9,400
Mechanical/room install new regulator in main stream line and replace old valve45/15/155/20/15$4,000[54]
Pool mechanical/room clean large coil in Air handlers/wash down as needed45/21/155/26/15$100
Replace HVAC belts, bearings and shafts as needed35/26/155/28/15$5,300
CHANDLER55/28/156/3/15$0
Pull fan assembly to have fan available for Balancing55/28/156/3/15$0[54]
KENTUCKY86/3/156/12/15$7,200
Install chilled water value and actuator in line86/3/156/12/15$2,200[54]
Have tempering value installed in domestic hot water line77/20/157/28/15$5,000[54]
COMBS116/12/156/26/15$1,455
Mechanical/room Install new relief valve and new piping for blow down line66/12/156/19/15$625[54]
Lobby air unit, replace piping and value to unit66/19/156/26/15$830[54]
HUNTER36/26/156/30/15$3,100
Mechanical/Room repair building pump, install new seal motor and impala36/26/156/30/15$3,100[54]
WHITNEY YOUNG76/10/156/18/15$0
Mechanical/room drain and flush hot water storage tank/flush all shower, lavatory, faucets, sink76/10/156/18/15$0[54]
THE HALLS76/18/156/26/15$0
Maintain as needed to keep water and air condition operable76/18/156/26/15$0[54]
ASB36/26/156/30/15$650
Mechanical room air handler coils: clean coils wash down as needed and drive couplings36/26/156/30/15$650[54]
CARVER46/30/157/3/15$8,000
Mechanical room install new tube bundle for heating unit46/30/157/3/15$8,000[54]
===== PAGE 139 =====
Task_NameDurationStartFinishCost5/3 5/10 5/17 5/24 5/316/7 6/14 6/21 6/28 7/5 7/12 7/19 7/268/2 8/9
CHILLER PLANT107/1/157/14/15$1,240
Services generator pump-check valves, shutoff valves and piping replacement67/3/157/10/15$620
Services Steam regulator for Sump tank87/3/157/14/15$310
Services Steam regulator for building heat and hot water77/1/157/9/15$310
STUDENT CENTER625/15/158/7/15$4,470
Domestic hot water storage tank: drain valve replacement and repair leak on water temp/ sensor105/15/155/28/15$470
Mechanical room condensate pumping station needs new motors, seals and valves68/1/158/7/15$4,000
ALL BLDGS255/15/156/18/15$4,671
Roof top ventilator & Exhaust: pull all unit hoods verify unit runs/ what area each unit is for /control cycle255/15/156/18/15$0
Replace filter and Clean Unit45/15/155/19/15$4,671
HUNTER36/1/156/3/15$2,000
Restroom sprinkler head replacement on all floor36/1/156/3/15$2,000
MCCULLIN36/23/156/25/15$8,500
Remove old heating coil & install new 3 row coil new values/piping36/23/156/25/15$8,500
BRADFORD236/24/157/24/15$3,200
Replace Air unit & valves in Men's restroom & lobby97/14/157/24/15$2,100
Install piping for leaking chilled water line and condensation line36/24/156/26/15$1,100
CARVER57/27/157/31/15$800
Install new insulation on chilled line piping, condensation leak in 2nd floor hallway57/27/157/31/15$800
===== PAGE 140 =====
Task_NameDurationStartFinishCost5/35/105/175/245/316/76/146/216/287/57/127/197/268/28/9
Janitorial605/15/158/5/15$18,180
Remove all trash and debris from each room115/15/155/29/15$0
Wash windows on inside55/15/155/21/15$2,100
Wash all blinds215/15/156/12/15$0
Disinfect/Polish all furniture255/15/156/18/15$420
Move all furniture to shampoo carpet, strip, and re-finish tile floors455/15/157/16/15$2,300
Shampoo all corridors455/15/157/16/15$2,300
Strip and refinish all hard surface corridors455/15/157/16/15$1,800
Disinfect all restrooms and shower rooms595/18/158/5/15$420
Scrub all restroom and shower room floors with germicidal cleaner455/15/157/16/15$420
Spot clean all walls as needed575/15/158/1/15$280
Scrub/strip all stairs and landings575/15/158/1/15$1,290
Clean dorm rooms on rotating basis for Summer conferences, Summer School & Fall Students575/15/158/1/15$0
Report all broken furniture and areas needing maintenance or painting575/15/158/1/15$0
Clean and disinfect all door and glass inside and out575/15/158/1/15$390
Clean and disinfect all kitchen walls and floor575/15/158/1/15$1,290
Clean and disinfect all laundry room walls and floor575/15/158/1/15$1,290
Clean and disinfect all lounge walls, floor and carpet445/15/157/15/15$970
Clean and disinfect all study room activity room walls, floor, and carpet445/15/157/15/15$970
Clean and disinfect all vending room floor and walls445/15/157/15/15$970
===== PAGE 141 =====
Task_NameDurationStartFinishCostMayJuneJuly
5/35/105/175/245/316/76/146/216/287/57/27
Locksmith185/15/156/9/15$ 29,000
DORMS75/15/155/25/15$ 2,000
Door Battery Check55/15/155/21/15$ 2,000
Recombination Mailboxes35/21/155/25/15$ -
ALL BLDGS125/25/156/9/15$ 27,000
Handicap Door Entrances55/25/155/29/15$ 15,000
Check/Repair Entry Ways55/29/156/4/15$ 12,000
Mechanical Room Check46/4/156/9/15$ -
Painters415/15/157/10/15$ 16,500
COMBS155/15/156/4/15$ 9,500
Touch-up all hallway on each floor / stairwell/ door jam45/15/155/20/15$ 1,000
Repaint Shower rooms/ bathroom35/21/155/25/15$ 1,000
Repaint rooms45/25/155/28/15$ 1,200
Repaint kitchen/ Cabinet/renovation46/1/156/4/15$ 6,300
Hunter76/4/156/12/15$ 300
Repaint laundry room76/4/156/12/15$ 300
McCullin hall46/12/156/17/15$ 300
Barbershop repaint46/12/156/17/15$ 300
Kentucky Hall106/17/156/30/15$ 2,400
touch-up paint in hallways common areas of all floor/rooms56/17/156/23/15$ 1,000
Finish renovation in room 007 drywall, paint66/23/156/30/15$ 1,400
WHITNEY YOUNG87/1/157/10/15$ 4,000
Touch-up paint/ repaint all rooms87/1/157/10/15$ 4,000
===== PAGE 142 =====
Roof Needs from 2015 Winter, Updated March 2015
# Buildings
Building NameTotal Bldg. Roof AreaReplacement / RepairsConstruction 2015 DollarsContingencyTotal CostComments
Square FeetSquare FeetEstimated20%Estimated
Small & Quick Repairs1.40$/Sq Ft$ 6.05$/Sq Ft Shingle
Alumni House3,546100$ 140Shingle Roof
Carver Hall Annex8,076344$ 481Roof section F, 1 Issue / Need
Hume Hall9,5009,500$ 13,276
Motor Pool11,02010,820$ 15,120
QEP HOUSE840300$ 1,814Shingle Roof
Rosenwald Police Center9,8009,800$ 13,695
$ -
Small & Quick Total42,78230,864$ 44,5266
Must Do, Leaking$ 22.96$/Sq Ft$ 6.05$/Sq Ft Shingle
Cooperative Ext Bld13,08613,086$ 160,000$ 40,000$ 200,000Architect Finishing Design
Baseball Restroom1,5001,500$ 34,440$ 8,610$ 43,050
Betty White6,1776,177$ 141,824$ 35,456$ 177,280Insulation Wet
Jordan Maint.5,4585,458$ 125,316$ 31,329$ 156,645
Stadium Press Box1,9000$ -$ -$ -Rebuild Structure
Must Do Total26,22126,221$ 752,543
Should Do$ 22.96$/Sq Ft$ 6.05$/Sq Ft Shingle
$ -$ -$ -
Blazer Library, Roof B & F34,60012,000$ 275,520$ 68,880$ 344,400
Carroll Academic Serv Bld43,20043,200$ 991,872$ 247,968$1,239,840
Exum Center91,25091,100$ 2,091,656$ 522,914$2,614,570
Kentucky Hall17,20017,200$ 104,025$ 26,006$ 130,031Shingle Roof
McCullin Hall10,40010,400$ 62,899$ 15,725$ 78,623Shingle Roof
Should Do Total196,650173,9004,407,4645
===== PAGE 143 =====
Long Term Replacement14$/Sq Ft$ 6.05$/Sq Ft Shingle
Bell Gym18,80018,800$ 267,338$ 66,835$ 334,173Shingle Roof
HILLCREST4,5184,518$ 27,325$ 6,831$ 34,156
MARYLAND WAREHOUSE12,5513,765$ 53,543$ 13,386$ 66,929
Long Term Replacement Total35,86927,083$ 435,2583
Total Repair Maintenance Cost301,522258,068$ 4,520,738$ 1,119,053$5,639,79119
Roof Projects Completed
Alumni Dressing Room20,4000Completed Summer 2014
Atwood16,3540Completed Fall 2011
Bradford Hall40,4000Completed Spring 2011
Chandler Hall9,0750Completed Spring 2009
Combs Hall6,3000Completed Spring 2009
Downtown Annex0Completed 2012
Hill Student Center21,0000Completed Spring 2009
Jordan Warehouse, Boiler, Chiller8,7030Completed Winter 2013
Russell Court Apartments5,5580Completed Fall 2013
Underwood Cafeteria20,4000Completed Spring 2009
Completed Total148,1900$ -10
No Issues / Needs Found
Building NameSquare FeetRoof Type
ACADEMIC ANNEXMetal
AQUACULTURE CLASSROOMMetal
AQUACULTURE PRODUCTION TECHNOLOGY LABMetal
CARVER HallBuilt Up
CHAPPELL COMMUNITY ED CENTERShingle
E DUGOUT-BASEBL FLDConcrete
FISH HATCERY BLDGMetal
Guard HouseBuilt Up
Hathaway19,818Built Up
Hunter7,388Built Up
Jackson5,289Built Up
JONESFIELD HOUSEShingle
NUTRITION LABORATORYShingle
POLE BARN/AQUACULTUREMetal
ROSENWALD CENTER FOR FAMILIES AND CHILDRENBuilt Up / Metal
SHAUNTEE HALL[59]Built Up / Metal
The Halls Lower6,288Built Up
The Halls Upper25,261Built Up
W DUGOUT-BASEBL FLDConcrete
WHITNEY M. YOUNG Jr.Built Up / Metal
20
===== PAGE 144 ===== # Kentucky State University Board of Regents Meeting # External Relations and Development Committee April 23, 2015 Regent Charles Whitehead, Chairperson Regent Travis Haskins Regent LaVaughn Henry Regent Elgie McFayden Mr. Max Maxwell, Interim Vice President for External Relations and Development, Staff ===== PAGE 145 ===== KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents External Relations and Development Committee April 23, 2015 4:30 pm to 5:30 pm ulian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky ## MEETING INDEX Section Page D1 Minutes 4 D2 Executive Summary Report 7 D3 Executive Contributions Report 10 D4 Alumni Relations Report 12 D5 Communications Report 14 D6 Endowment Management Report 26 ===== PAGE 146 ===== # KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents External Relations and Development Committee April 23, 2015 4:30 pm to 5:30 pm an M. Carroll Academic Services Building, Board Room Frankfort, Kentucky AGENDA ***** I. CALL TO ORDER: Regent Charles Whitehead, Chairperson II. ROLL CALL: Mr. Max Maxwell, Interim Vice President for External Relations and Development III. OPENING REMARKS: Regent Whitehead IV. APPROVAL OF MINUTES Regent Whitehead V. EXECUTIVE SUMMARY REPORT: Mr. Maxwell VI. ACTION ITEMS: Mr. Maxwell VII INFORMATIONAL ITEMS: Mr. Maxwell VIII. DISCUSSION: Mr. Maxwell IX. ADJOURNMENT ===== PAGE 147 =====
Agenda Item Background
To:Board of Regents External Relations and DevelopmentDate: April 23, 2015
From:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Subject:Committee Meeting Minutes (January 22, 2015)
Reason for Consideration:ApprovalEnclosures: Yes
## Background: The minutes of the External Relations and Development Committee meeting of January 22, 2015, require approval in order to become an official part of the committee's records. ## Recommendation: It is recommended that the External Relations and Development Committee approve the minutes of the January 22, 2015, meeting.
Approval
Initiator:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 148 ===== KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents External Relations and Development Committee January 22, 2015 5:00 pm to 6:00 pm Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky MINUTES ***** Regent Karen Bearden, who served as Chairperson in the absence of Regent Charles Whitehead, called the External Relations and Development Committee Meeting of the Kentucky State University Board of Regents to order at 4:20 p.m. on January 22, 2015. Regent Bearden asked the secretary to call roll: Travis Haskins LaVaughn Henry Present Present Charles Whitehead Elgie McFayden Not Present Present A quorum was declared. Mr. Max Maxwell, Interim Vice President for External Relations and Development, presented the Executive Summary. Discussion: Mr. Maxwell reported on the publication schedule for Onward & Upward for the remainder of the fiscal year. Further, Mr. Maxwell said several University networking events are being planned to engage the African-American business community. A comprehensive advertising campaign is also being developed to promote the University. Mr. Maxwell presented the Contributions Report and the Alumni Relations Report. Ms. Felicia Lewis, Assistant Vice President for Communications and Publications, presented the Communications Report. Discussion: Regent Mindy Barfield asked about the effectiveness of the airport displays in Lexington and Louisville. Ms. Lewis responded that the advertising reach is estimated according to the number of people passing by the displays. Mr. Maxwell said that current billboard activity in the Frankfort area, as well as the airport displays, are being assessed for cost effectiveness. The new comprehensive advertising campaign will address the need for advertising in other areas in the state of Kentucky. Regent Bearden adjourned the meeting at 4:50 p.m. ===== PAGE 149 =====
Submitted by:Approved by:
Mr. Max Maxwell, Interim Vice President for External Relations and DevelopmentRegent Karen Bearden, Chair Board of Regents Kentucky State University
Approved with no corrections
Approved with corrections
===== PAGE 150 =====
Agenda Item Background
To:Board of Regents External Relations and DevelopmentDate: April 23, 2015
From:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Subject:Executive Summary Report
Reason for Consideration:Informational ItemEnclosures: Yes
## Background: N/A ## Recommendation: Informational
Informational Item
Initiator:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 151 ===== KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents External Relations and Development Committee April 23, 2015 4:30 pm to 5:30 pm Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky ## EXECUTIVE SUMMARY REPORT During the period of July 1, 2014, through March 31, 2015, Kentucky State University received contributions in the amount of $342,013 from 657 contributors – alumni, employees, University friends, corporations, foundations and organizations. The total amount received to date for Uniting Generations . . . Securing Futures – A Capital Campaign for Kentucky State University is $6,288,000. I he Office of Alumni Relations introduced the Alumni Survival Kit (ASK). The effort is intended to increase alumni engagement. Alumni Survival Kits consist of various content, according to chapter need, including admission information, the national and regional alumni constitutions, financial and tax exempt information, recognition items. The Office of Alumni Relations also introduced a quarterly postcard, “KSU TODAY 2015,” in February. The purpose of the card is to create another touch point with alumni and highlight upcoming KSU events. The card is designed to drive alumni to the website for detailed information. The next postcards will be distributed in May, August and November. Onward & Upward is now available on the KSU website. Alumni and friends can go to the website, click on the Onward & Upward link and view the entire publication. Our goal is to reach all of our alumni through electronic media. We currently have about 1,500 email addresses out of 8,092 alumni members with valid mailing addresses. A new billboard featuring a new tag line, “Bring Your Skills to the Hill – Discover What You Can Be at KSU,” is now up. The billboard is designed to drive people to the website for detailed information. Through the third quarter of fiscal year 2015, the majority of the media coverage of Kentucky State University in newspaper and television stories was positive, generating publicity and goodwill for the University. As a result, the favorable reporting will increase opportunities for recruitment, fundraising and branding. The increase in favorable reporting efforts are being capitalized primarily through the Give 9 initiative. KSU employees have added a live link to information about Give 9 to their email signatures. This message of paying it forward is shared in all internal and external communications to increase donor contributions. ===== PAGE 152 ===== KSU faculty member Stephen Gullette, who plays in a band, held a Give 9 concert at a local night club and raised $530.00. He would have received more contributions, but the weather kept many local patrons away that night. The positive publicity is also being utilized to assemble meetings in the Louisville and Lexington communities to garner further support for the University. KSU was covered in 635 newspaper articles in Kentucky. The advertising equivalency dollar amount (or cost saving) for newspaper coverage of KSU was $7,385,184.05. The University also was covered in 275 television news stories reaching a Nielsen audience of 6,348,002 for a total ad equivalency of $86,017 or total publicity value of $257,626. We continue to expand our social media efforts by ensuring that we have a strong presence in various online communities. We distributed bookmarks at Thorobred Express that included details about how to find KSU on Facebook and Twitter and plan to distribute these at other events and to current students. It's important to grow this audience, because we share news and promote the University through these sites every day and use them to drive traffic back to the website. Current KSU students will also continue to follow KSU on these sites after they graduate, which will allow us to stay connected to young alumni. Initial talks are underway with the Brown-Forman Corporation division of Community Relations to explore opportunities for partnerships with KSU. There are definitely some opportunities for success in the area of developing internships; obtaining event and program sponsorships and creating a training program for students led by Brown-Forman representatives. ===== PAGE 153 =====
Agenda Item Background
To:Board of Regents External Relations and DevelopmentDate: April 23, 2015
From:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Subject:Executive Contributions Report
Reason for Consideration:Informational ItemEnclosures: Yes
## Background: N/A ## Recommendation: Informational
Informational Item
Initiator:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 154 ===== KENTUCKY STATE UNIVERSITY DIVISION OF EXTERNAL RELATIONS AND DEVELOPMENT OFFICE OF DEVELOPMENT SERVICES CAPITAL AMPAIGN 12.5 < div style = "text-align: center;" > < img src = "imgs/imginsealbox332528702836.jpg" alt = "Image" width = "14%" / > < /div > CONTRIBUTIONS REPORT FY 2015 Third Quarter July 1, 2014 – March 31, 2015 < table border = 1 style = 'margin: auto; word-wrap: break-word;' > < tr > < td style = 'text-align: center; word-wrap: break-word;' > Constituency Type < /td > < td style = 'text-align: center; word-wrap: break-word;' > Total Dollars Raised July 1, 2013 – March 31, 2014 < /td > < td style = 'text-align: center; word-wrap: break-word;' > Total Dollars Raised July 1, 2014 – March 31, 2015 < /td > < td style = 'text-align: center; word-wrap: break-word;' > Total Gifts July 1, 2013 – March 31, 2014 < /td > < td style = 'text-align: center; word-wrap: break-word;' > Total Gifts July 1, 2014 – March 31, 2015 < /td > < /tr > < tr > < td style = 'text-align: center; word-wrap: break-word;' > Total Alumni Contributions < /td > < td style = 'text-align: center; word-wrap: break-word;' > 156,560.58 < /td > < td style = 'text-align: center; word-wrap: break-word;' > 173,915.61 < /td > < td style = 'text-align: center; word-wrap: break-word;' > 277 < /td > < td style = 'text-align: center; word-wrap: break-word;' > 451 < /td > < /tr > < tr > < td style = 'text-align: center; word-wrap: break-word;' > Total Corporation Contributions < /td > < td style = 'text-align: center; word-wrap: break-word;' >391,262.50$10,159.001010Employee Contributions to the Give 9 Campaign$64,087.84N/A28Employee Contributions to the Annual Giving Campaign$1,524.14N/A24Total Employee Contributions$5,958.14$65,312.984351Total Foundation Contributions$25,932.96$17,156.031812Total Organization Contributions$22,998.00$32,332.721633Total University Friends Contributions$123,146.50$43,137.5382100TOTAL CONTRIBUTIONS$725,858.68$342,013.87446657 Dr. Henry E. Cheaney Legacy Plaza Number of Bricks Purchased 31 Total Funds Raised $29,000 Give 9 Campaign Number of Gifts 163 Total Funds Raised $115,867.78 Students Assisted from Private Gift Donations Number of Awards 437 Total Funds Awarded $283,515.20 Average Award 648.78 ## CAPITAL CAMPAIGN GIVING < table border = 1 style = 'margin: auto; word-wrap: break-word;' > < tr > < td style = 'text-align: center; word-wrap: break-word;' > Constituency Type < /td > < td style = 'text-align: center; word-wrap: break-word;' > Total Dollars RaisednJuly 1, 2010 – March 31, 2015 < /td > < td style = 'text-align: center; word-wrap: break-word;' > Total GiftsnJuly 1, 2010 – March 31, 2015 < /td > < /tr > < tr > < td style = 'text-align: center; word-wrap: break-word;' > Alumni < /td > < td style = 'text-align: center; word-wrap: break-word;' >861,481.381,803Corporations$3,020,316.08512Employees$186,878.30572Foundations$1,011,899.69166Organizations$789,710.87502University Friends$417,713.91631Total$6,288,000.234,186 ===== PAGE 155 =====
Agenda Item Background
To:Board of Regents External Relations and DevelopmentDate: April 23, 2015
From:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Subject:Alumni Relations Report
Reason for Consideration:Informational ItemEnclosures: Yes
## Background: N/A ## Recommendation: Informational
Informational Item
Initiator:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 156 ===== KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents External Relations and Development Committee April 23, 2015 4:30 pm to 5:30 pm Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky ## ALUMNI RELATIONS REPORT New Online Alumni Dues Payment Process – Working with IT and contractor to launch by start of new fiscal year. Kentucky State University and the KSU National Alumni Association have partnered to launch the new Alumni Membership Dues Online Platform page. The Membership Dues Online process will accept credit cards and automatic bank drafts as a method of payment for alumni membership dues. - The Permanent Alumni Scholarship (PAS) Fund has reached its 25th anniversary. This year, the PAS Fund designated the distribution of at least eight $1,000 student scholarships for fall 2015 and spring 2016. • Alumni Survival Kits – The Alumni Relations Office distributed Alumni Survival Kits through a collaboration with the KSU National Alumni Association. The kits have been distributed to all alumni chapters and content varies based on need. The Alumni Survival Kits consist of: • A hanging banner that identifies the Alumni Chapter - A tabletop cover that identifies the Alumni Chapter KSU admission information, such as applications and prospect forms - National Alumni Association membership, status and address change and service request forms KSU National Alumni Association constitution, regional constitution and updated local chapter bylaws Information assisting with opening a bank account, use of financial and tax exempt information and other financial reporting instructions - A bag of 100 lapel pins for distribution to alumni in the chapter, prospective alumni and associates, community associates and sponsors at meetings and events - A gift item like a KSU key chain, ink pin, cup and other possible items that welcome participants and are given for good cheer An item of recognition for chapter establishment/revitalization in the form of a plaque or certificate ===== PAGE 157 =====
Agenda Item Background
To:Board of Regents External Relations and DevelopmentDate: April 23, 2015
From:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Subject:Communications Report
Reason for Consideration:Informational ItemEnclosures: Yes
## Background: N/A ## Recommendation: Informational
Informational Item
Initiator:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 158 ===== KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents External Relations and Development Committee April 23, 2015 4:30 pm to 5:30 pm Julian M. Carroll Academic Services Building, Board Room Frankfort, Kentucky # COMMUNICATIONS REPORT October 1, 2014 – March 31, 2015 ## FEATURED KSU STORIES ## 1 – Thorobred Express Impresses Western Kentucky High school students in western Kentucky were given an opportunity to snatch express tickets to become Kentucky State University Thorobreds on January 30, when the KSU Thorobred Express made its first stop in Hopkinsville, KY. The Thorobred Express is a mobile recruitment initiative that carries faculty, staff, students and other University representatives across the Commonwealth of Kentucky to educate the community and prospective students on what being a Thorobred is all about. The Thorobred Express later visited Louisville on March 18. ## 2 – KSU Presents Living African American Legends Series in February Beginning February 3, KSU celebrated living legends every Tuesday and Thursday throughout Black History Month. Students and community members were invited for an opportunity to listen and learn as influential leaders in corporate America shared their stories of achievement, creative and forward thinking, and effective leadership. ## 3 – KSU Women's Basketball Team Invited to 2015 NCAA Division II Women's Basketball Championship The NCAA Division II Women's Basketball Committee announced on March 8 the selection of the KSU Women's Basketball Team for a spot in the 2015 NCAA Division II Women's Basketball Championship. Kentucky State University celebrated the Thorbrettes' achievement with a send-off on March 11 at the Exum Center. ## 4 – KSU President Featured on CNN CNN aired a story about Kentucky State University President Raymond M. Burse, whose story about giving $90,000 of his salary to help the University's lowest-paid workers went viral over the summer. ## 5 – KSU Prepares to Compete at Honda Campus All-Star Challenge National Championship Brainpower from America’s Historically Black Colleges and Universities was on display at the 26th annual Honda Campus All-Star Challenge (HCASC) National Championship Tournament. HBCU students had spent the school year preparing and qualifying to compete in the national championship of this unique academic tournament, held March 21-25 on the campus of American Honda Motor Co. Inc., in Torrance, CA. ===== PAGE 159 ===== ## 6 – Kentucky State University Named as a Finalist in the 2015 Retool Your School Campus Improvement Grant Program Kentucky State University has been announced as a finalist in the Home Depot's 2015 RETOOL YOUR SCHOOL Campus Improvement Grant Program. Designed to reinvigorate HBCUs, finalists are competing for $255,000 in grants for on-campus improvements and are now asking their communities and the public to help them win. The voting closes April 20, 2015. ## 7 – Online Transfer Madness College Fair Set for March 26 College students interested in transferring college credits or associate degrees to four-year institutions connected with those institutions and had their questions answered during a six-hour online Transfer Madness fair. ## 8 – KSU to Host Open House on March 28 for Prospective Students KSU held an open house for prospective students on March 28 at Bradford Hall. The open house included a welcome assembly, campus tours, departmental displays, lunch and onsite admission. ## 9 – KSU President Recognized at 12th Annual Black History Month Celebration at State Capitol Kentucky State University President Raymond M. Burse delivered the keynote speech at the Kentucky Black Legislative Caucus' 12th annual Black History Month celebration held February 10 in Frankfort. Afterward, he was recognized for his personal and career achievements and his commitment to helping others with the 2015 Living Legacy Award. ## 10 – Andong National University Students Study English at Kentucky State University Students from Andong National University were selected for Kentucky State University's one-month foreign exchange program because of their outstanding grades in English. ## Other Notables The spring 2015 issue of Onward & Upward was distributed to alumni by the end of March. Some of the features include Thorobred Express, the Living African American Legends series, a student spotlight, an alumni spotlight and an alumni chapter spotlight. - The Office of Communications had bookmarks printed that list the University's official social media accounts. So far these bookmarks have been distributed at a Career Fair in Louisville, KY, and to prospective students at the Thorobred Express college fair in Louisville. They are being distributed at various events to promote KSU's Facebook, Twitter, Instagram and Snapchat. The University updated its billboards to reflect the new marketing campaign “Bring Your Skills to The Hill.” ===== PAGE 160 =====
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- The Division of External Relations and Development had its first focus group meeting of students, faculty and staff to discuss the effectiveness of print, radio and TV advertisements. The University is in the process of exploring possibilities for a new Thorobred logo. Two possible logos have been designed by KSU graphic designers. We have mailed the first quarterly postcard to alumni. The purpose of this card is to highlight upcoming KSU events.
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KSU TODAY 2015 Alumni & Friends Feb. 3-26: Living African-American Legends Series Be on the lookout for the next Thorobred Express bus in a city near you March 27: New issue of Greenwood and Upward April to Honors Convocation April 19: Concert Choir event in Washington, KY. May 9: Commencement May is National Alumni Association General Assembly Meeting (Capital Plaza Hotel, Frankfort, Kp.) IT'S NEVER TOO LATE TO GIVE 9! Visit www.kyn.edu for details!
• The State Journal continues to publish a monthly column by President Burse.
===== PAGE 161 ===== (July 1, 2014 - March 31, 2015) NEWSPAPER COVERAGE IN KENTUCKY • Number of Stories - 635 Ad Equivalency - 7,385,184.05 < div style = "text-align: center;" > < img src = "imgs/imginchartbox50659912301045.jpg" alt = "Image" width = "28%" / > < /div > ELEVISION COVERAGE IN KENTUCKY - Number of Stories - 275 - Ad Equivalency -86,017 - Nielsen Audience - 6,348,002 Run Time - 5 hours, 17 minutes Publicity Value - $257,626
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• Positive stories include those reports that highlight programs, events, activities and individuals in the KSU community. • Negative stories include reports that are inherently negative, like a violation of the University's Zero Tolerance policy. Others may point to actions that may not be negative – for example, actions taken to dis-enroll students for non-payment – but may be framed by the media in a negative way. • Neutral stories are those reports where KSU is not the focus, but is mentioned in the story. ## OUTDOOR AND AIRPORT DISPLAYS Billboards – Frankfort (2) Airport Displays — Louisville International Airport Blue Grass Airport (Lexington) ===== PAGE 162 ===== ## PUBLICATIONS (artwork and printed materials) • Development/Alumni Printed Materials – Materials produced for four campaigns/events – 22 • Printed materials produced for University events – 228 • Communication pieces o President's Letter to Campus Community (including Campus Gem) – 13 o Good News Newsletter – 5 0 Hoofbeats - 1 o Onward & Upward - 2 o Program/Departmental Newsletters & Brochures – 77 o Marketing and advertisement pieces produced – 130 o Designs for general University operations – 30 o Business cards produced – 88 ## ELECTRONIC COMMUNICATIONS ## Electronic message board postings – 110 messages ## Press Releases to Media – 83 ## Website – Page views: 1,288,501 Top 10 Locations Engaged in Kentucky Region: Frankfort, Lexington, Louisville, Bowling Green, Shelbyville, Lawrenceburg, Georgetown, Richmond, Nicholasville and Glasgow Top 10 Locations Engaged in the U.S.: Kentucky, Tennessee, Georgia, Illinois, Ohio, Indiana, Texas, Michigan, California and Florida ## Homepage News Posts – 66 ## SOCIAL MEDIA In addition to the information below, the Division of External Relations and Development would like to share the details of our Social Media Strategy which follows this report. ## Facebook Following are the top-five posts that reached the most people on Facebook: 1. 1/30/2015 @ 1:07 p.m. - A video of men from KSU's Concert Choir singing in the lobby at the Thorobred Express college fair in Hopkinsville, Ky. People reached: 9,164 2. 3/8/2015 @ 7:38 a.m. – I voted for #KentuckyState_RYS15, and you should too! Help KSU win money for campus improvement. Share with friends! People reached: 4,406 Note: Included link to vote in Retool Your School Contest ===== PAGE 163 ===== 3. 3/9/2015 @ 4:46 p.m. – The lady's basketball team is headed to the NCAA Tourney. We want to send them off in proper fashion by showing our support with a pep rally. Encourage everyone that you know to wear their KSU colors and show their KSU spirit by joining us for this event at noon on Wednesday, March 11, 2015, at Exum Center. Time to celebrate! People reached: 3,386 4. 3/19/2015 @ 11:01 a.m. – A video of KSU's Band performing at the Thorobred Express College Fair in Louisville People reached: 3,118 5. 1/30/2015 @ 3:37 p.m. – A video of KSU's Concert Choir performing at the Thorobred Express College Fair in Hopkinsville People reached: 3,050 Page Like Comparison: Dec. 31, 2014: 2,274 March 24, 2015: 2,502 Twitter Tweets earned more than 57.4K impressions. (Impressions: Number of times users saw the tweet on Twitter. Definition from Twitter.) Instagram – 21 posts YouTube – 2 videos ===== PAGE 164 ===== # Kentucky State University Social Media Strategy ## Goal Our goal is to continuously promote the University and its brand by maintaining a strong social media presence through various outlets, including Facebook, Twitter, Instagram, Snapchat and YouTube. We strive to attract all current students, prospective students, faculty, staff, alumni, parents and community leaders to our social media. ## Active Social Media Accounts The official social media accounts that represent the University as a whole are managed by the Office of Communications in the Division of External Relations and Development. Other administrators throughout the University have been assigned as needed. ## Overview of Our Social Media Accounts
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f Facebook.com/officialkysu has more than 2,500 "likes" and the popularity has steadily increased over the past several months, especially after the page was renamed in September 2014 for better accessibility. On Oct. 1, 2014, the page had 1,926 "likes." The best KSU Facebook content is timely, visual and engaging. We update our Facebook page daily with information about events, accomplishments, degree programs and donor opportunities. Kentucky State University Posted by Shawntaye Hopkins [?] - 21 hrs - Edited [?] - Bring your LAB SKILLS to The Hill! For more information about degree programs, visit www.kysu.edu.
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767 people reached Unlike - Comment - Share - 👍 34 ☐ 5 ⇨ 1 Kentucky State University Posted by Shawntaye Hopkins [?] · February 28 at 10:30am · Did you know? KSU's aquaculture program is among the top 5 in the world and No. 1 in Kentucky for identifying and finding cures for fish diseases. #kysufacts 2,136 people reached Boost Post Unlike · Comment · Share · 👍81 👍22 Kentucky State University Posted by Charles Weibel [?] - January 30 - Watch the KSU Concert Choir's performance at the Thorobred Express college fair in Hopkinsville. 3,050 people reached 1,225 Views Like · Comment · Share · 👍65 ☐ 6 ✈ 20 ===== PAGE 165 =====
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@KyStateU is the official Twitter home for the University. It has 1,416 followers and is referenced numerous times a day by followers and non-followers alike. On Twitter, we focus on sharing news, covering university events in real time and live tweeting popular events such as Homecoming. Facebook.com/officialkysu_syncs with @KyStateU. All information shared on Facebook is shared on Twitter. However, all information shared on Twitter may not be shared on Facebook, especially during live tweeting events, because we do not want to clog newsfeeds or overwhelm users who may choose to unfollow or unlike either account. We interact with users who mention @KyStateU and retweet positive tweets about KSU from the online community.
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Our Instagram account (Instagram.com/kentuckystateuniversity) is used to share photos and video clips of events in real-time as well as campus life photos that enhance our image with Instagram users. Our Instagram account has about 450 followers.
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Kentucky State University's Snapchat account can be found through the Snapchat mobile app by searching for the kysu.edu username. Snaps are picture or video messages that are taken and shared with friends on Snapchat in real time. Snaps can be viewed for up to 10 seconds, depending on the amount of time the user chooses. KSU uses Snap Stories, which string Snaps together to create a narrative that lasts for 24 hours and may be viewed by individuals following the Snapchat account. At KSU, we use Snapchat to share high energy photos and video clips to create an exciting buzz during Commencement, Homecoming, concerts and fairs, etc. ## You You I ube.com/KSUgreenandgold – The videos posted on KSU's YouTube account are primarily used to embed on KSU's website, www.kysu.edu, and to share on Facebook. The online community is often interested in watching complete videos of campus events. These videos include the Mr. and Miss KSU Coronation, keynote speakers and KSU marketing videos. ## Audience Facebook – KSU's Facebook Page is ideal for reaching current students, alumni, donors and faculty and staff. However, we encourage prospective students and parents to like the page to get a feel for what the University is all about. ===== PAGE 166 ===== Twitter – Twitter has a broad audience of students as well as media and business representatives and should be used to inform and uphold a positive perception of the University. Instagram – The followers of KSU's Instagram account are primarily current KSU students and recent graduates. It is a great tool for promoting school spirit and school pride. Snapchat – Snapchat is a new social media tool being used by the University. Our Snapchat followers are current KSU students. We hope to broaden the audience to include a larger external audience in the future. We can use Snapchat to give followers a glimpse of our campus and our high-energy events. The goal is to make them feel excited about what's happening on KSU's campus so they'll want to join us. ## Special Events Social media tools are used daily to promote the University and to inform and engage a broad online audience. However, the Division of External Relations and Development should coordinate social media efforts for major events with departments across campus to ensure the best tools are being used to engage internal and external audiences. This includes, but is not limited to, setting up live Twitter feeds and developing hashtags. ## KSU Hashtags We use hashtags to catalog important posts from various users across social media channels. Homecoming Hashtag -- #kysuhc Commencement Hashtag -- #kysugrad Give 9 Hashtag -- #give9ksu Gala Hashtag -- #ksugala ## University Publications KSU publications and marketing materials should display social media logos so the audience is aware of the University's social media presence. ## Requests to Post Any department outside the Division of External Relations and Development may contact the Office of Communications with requests to post on social media. ===== PAGE 167 ===== ## Other University Social Media Accounts Several departments outside the Division of External Relations and Development have created social media accounts for niche audiences. Before creating social media accounts (Facebook, Twitter etc.) for new projects or departments, individuals should contact the Office of Communications. It is often best to utilize the social media accounts in place instead of creating a new account. ## Analytics The Office of Communications monitors engagement on social media and reviews analytics regarding the reach and effectiveness of posts when possible. As a result, we know from Facebook Analytics that the most popular posts on that site are visual and often include short video clips. From January through March, three of the top five posts were short videos. According to Facebook, Post Reach is “the number of people your post was served to.” Following are the top-five posts that reached the most people on Facebook from January through March 2015: 1. 1/30/2015 @ 1:07 p.m. - A video of men from KSU's Concert Choir singing in the lobby at the Thorobred Express college fair in Hopkinsville, Ky. People reached: 9,164 2. 3/8/2015 @ 7:38 a.m. – I voted for #KentuckyState_RYS15, and you should too! Help KSU win money for campus improvement. Share with friends! People reached: 4,406 Note: Included link to vote in Retool Your School Contest 3. 3/9/2015 @ 4:46 p.m. – The lady's basketball team is headed to the NCAA Tourney. We want to send them off in proper fashion by showing our support with a pep rally. Encourage everyone that you know to wear their KSU colors and show their KSU spirit by joining us for this event at noon on Wednesday, March 11, 2015, at Exum Center. Time to celebrate! People reached: 3,386 4. 3/19/2015 @ 11:01 a.m. – A video of KSU's Band performing at the Thorobred Express College Fair in Louisville People reached: 3,118 5. 1/30/2015 @ 3:37 p.m. – A video of KSU's Concert Choir performing at the Thorobred Express College Fair in Hopkinsville People reached: 3,050 We also monitor page likes. The official KSU Facebook page has more than 2,550 likes. ===== PAGE 168 ===== Twitter provides details about impressions, which is “the number of times users saw the Tweet on Twitter” as well as an Engagement number for each Tweet. Engagement is “total number of times a user has interacted with a Tweet. This includes all clicks anywhere on the Tweet, retweets, replies, follows and favorites.” Tweets from January through March earned more than 57,400 impressions. There are also web tools that we use to review the number of people who click on certain links in social media posts. We have used Bitly, an online service to shorten links that also tracks the number of people who click on a link posted on Facebook, Twitter, etc. Paid social media monitoring services exist, but we do not currently use any paid software. ===== PAGE 169 =====
Agenda Item Background
To:Board of Regents External Relations and DevelopmentDate: April 23, 2015
From:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Subject:Endowment Management Report
Reason for Consideration:Informational ItemEnclosures: Yes
## Background: N/A ## Recommendation: Informational
Informational Item
Initiator:Mr. Max Maxwell, Interim Vice President for External Relations and Development
Board Action Date:April 23, 2015
Effective Date:April 23, 2015
===== PAGE 170 ===== Kentucky State University Endowment As of March 31, 2015 Fifth Third Bank - Investment Review ===== PAGE 171 ===== ## Investment Management & Charitable Services
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## FIFTH THIRD BANK
Your AdvocatesStrength & StabilityExperienced Professional Money Managers
• LouAnn Atlas\nKY Director, Charitable Client Services & Vice President\n• Guthrie Culbertson\nRegional Director of Institutional Portfolio Management & Senior Vice President\n• James Fereday\nSenior Portfolio Manager & Vice President\n• Clinton Long\nInstitutional Sales & Vice President\n• John Shasky\nLead Commercial Relationship Manager & Vice President\nThere are no guarantees that any investment strategy described in this publication will result in a profit. Investment results cannot be predicted or forecasted and will vary depending on market conditions.• Founded in 1858.\n• 111 billion in assets.n•274 billion in assets under care.\n• 7th strongest bank in the world.\nBloomberg Markets magazine, May 10, 2011• More than $26 billion in assets under management.\n• Over 100 years of fiduciary and investment experience.\n• A team of more than 100 analysts, strategists and portfolio managers.\n• Clients in all 50 states.\n• Relationships with corporations, public entities, non-profits and individuals.
===== PAGE 172 ===== ## Asset Allocation & Policy
As of 03-31-15
Asset ClassMarket ValueStrategic TargetCurrent PositionPolicy Ranges
Equity$8,102,13845%52%35-55%
Fixed Income$3,835,36735%25%25-45%
Real Estate$978,0455%6%0-10%
Alternatives$2,264,83310%15%0-20%
Cash$339,8475%2%0-25%
Total$15,520,230100%100%
===== PAGE 173 ===== ## Overall Performance
FiscalYTDAnnualized
As of 03-31-15QTRYTD20151 Yr3 Yrs5 Yrs10 yrs
Equity3.745.403.7410.0113.0212.617.95
MSCI World Index2.311.112.316.0212.1910.006.39
Fixed0.88-1.370.880.571.733.643.60
Barclays Aggregate1.613.601.615.723.104.414.92
Barclays Int. Gov/Credit1.452.321.453.582.313.524.34
Real Estate3.5811.893.5821.16nanana
S&P 500 US REIT4.4815.034.4822.7212.9114.578.19
Alternatives3.153.723.155.82nanana
CPI-0.04-1.52-0.04-0.660.771.521.96
HFRX Absolute Return1.680.641.681.152.110.85-0.07
ML 91 Day0.000.020.000.030.070.091.49
Total Account Net2.643.112.646.688.088.586.07
Total Account Gross2.753.452.757.158.589.086.54
Blended Benchmark*1.972.671.976.167.677.475.99
*45% MSCI World Index, 35% Barlcays Aggregate, 10% CPI, 5% S&P 500 US REIT, 5% BoAML 91 ===== PAGE 174 ===== ## Historical Performance – Calendar Year
20022003200420052006200720082009
Market Value$ 1,681,609$ 4,334,149$ 5,830,780$ 7,327,733$ 9,266,316$ 10,401,183$ 7,899,661$ 9,134,237
Total Accountna14.72%6.42%5.41%10.93%9.63%-16.80%16.15%
Equitiesna26.17%9.46%8.23%14.96%12.27%-30.09%25.29%
Fixed Incomena2.44%1.84%1.55%4.22%6.01%-0.37%4.73%
Composite Indexna18.42%7.93%3.87%10.78%6.11%-19.25%17.03%
20102011201220132014
Market Value$ 10,048,851$ 10,414,782$ 11,579,457$ 14,476,075$ 15,153,499
Total Account10.84%4.11%11.70%14.23%5.15%
Equities13.64%2.23%16.92%27.47%6.87%
Fixed Income6.76%8.41%6.16%-1.46%1.16%
Composite Index11.18%4.46%9.99%11.11%6.13%
New Composite Index 45% MSCI World, 35% BC Aggregate, 10% CPI, 5% US REIT's, 5% ML 91 Day Tres. (updated January, 2012) Old Composite Index: 58% S&P 500, 37% Barclays Gov/Credit, 5% ML 91 Day Treasury ===== PAGE 175 ===== ## Endowment Comparison – Fiscal Year
FY 2008 ReturnsFY 2009 ReturnsFY 2010 ReturnsFY 2011 ReturnsFY 2012 ReturnsFY 2013 ReturnsFY 2014 Returns
KSU Endowment-2.21%-10.00%10.48%20.27%4.96%10.31%12.68%
Benchmark-4.75%-13.21%11.95%19.17%1.13%8.72%13.15%
NACUBO Ave. Return*-4.10%-16.80%11.60%17.60%0.30%11.70%15.50%
S&P 500-13.10%-26.20%14.40%30.69%5.45%20.60%24.60%
Russell 3000-12.70%-26.60%15.70%32.37%3.80%21.70%25.20%
MSCI World ex-US-6.60%-31.60%7.50%30.92%-14.10%17.10%23.80%
Barclays Aggregate7.10%6.10%9.50%3.90%7.50%-0.70%4.40%
CPI-U5.00%1.40%1.00%2.00%2.90%1.70%1.60%
NACUBO Ave. Spending*4.10%3.90%3.50%3.70%3.70%4.10%4.60%
EquityFixedCashAlternatives
KSU Endowment (06-30-10)60%33%7%0%
2010 NACUBO Study*53%27%8%12%
KSU Endowment (06-30-11)63%31%6%0%
2011 NACUBO Study*55%25%10%10%
KSU Endowment (06-30-12)64%27%5%4%
2012 NACUBO Study*53%29%7%11%
KSU Endowment (06-30-13)56%31%5%9%
2013 NACUBO Study*57%26%6%11%
KSU Endowment (06-30-14)55%26%4%15%
2014 NACUBO Study*57%26%7%10%
*NACUBO study referenced is for Endowments of 25 Million or Less Data collected from the National Association of College & University Business Officers (NACUBO) website. Note: Equity Includes REIT's. ===== PAGE 176 ===== ## Manager Performance
Manager Performance as of 12/31/2014\nClass/Category(Manager Level Benchmarks)\nManagerType3 MonthYTD1 Year*Annualized Returns
3 Year*5 Year*10 Year*
Equity
Large Cap DomesticDana Large Cap EquitySMA6.0315.8115.8121.7017.129.22
S&P 500 TR USDB4.9313.6913.6920.4115.457.67
Small & Mid Cap DomesticThe London Co. Small CapSMA0.75-0.38-0.3817.5816.6911.85
Russell 2000 TR USDB9.734.894.8919.2115.557.77
Developed InternationalHarding Loevner Intl Eq ADRSMA-1.00-0.16-0.1611.167.557.92
MSCI ACWI Ex USA Growth NR USDB-2.30-2.65-2.659.465.195.43
Artisan International InvestorFund0.48-0.97-0.9715.848.837.06
American Funds Europacific Growth F2Fund-1.66-2.41-2.4112.015.956.88
MSCI ACWI Ex USA NR USDB-3.87-3.87-3.878.994.435.13
Emerging MarketsOppenheimer Developing Markets YFund-6.69-4.55-4.557.955.6611.55
MSCI EM NR USDB-4.50-2.19-2.194.041.788.43
Real Estate Investments
Real Estate -IndirectUniplan REIT PortfolioSMA13.4628.6528.6515.0016.0210.79
S&P United States REIT TR USDB14.3530.2630.2616.3217.018.26
Other REUBS ETRACS Alerian MLP Infras ETNFund-10.396.876.8712.1818.0615.61
Alerian MLP Infrastructure TR USDB-10.307.617.6113.2418.0615.61
Alternative Strategies
Core Diversifier5/3 AltsFund0.873.973.974.15nana
HFRX Global Hedged Fund IndexB-0.441.323.683.661.851.22
===== PAGE 177 ===== ## Manager Performance
Manager Performance as of 12/31/2014(Manager Level Benchmarks)*Annualized Returns
Class/CategoryManagerType3 MonthYTD1 Year3 Year*5 Year*10 Year*
Fixed Income
Domestic Fixed IncomeSBH FixedFund1.906.576.572.914.705.50
Dodge & Cox IncomeFund0.895.485.484.645.175.28
Sentinel Total Return Bond IFund-1.802.632.635.263.544.07
Barclays US Gov/Corp Intermediate TR USDB0.913.103.101.993.544.07
International Fixed IncomeTempleton International Bond AdvFund-4.13-2.33-2.333.464.405.40
Oppenheimer International Bond YFund-0.910.410.412.403.005.40
Barclays Gbl Agg Ex USD TR USDB-2.99-3.08-3.08-0.751.382.81
TCW Emerging Markets Income IFund-3.870.800.805.587.798.38
JPM EMBI Global Diversified TR USDB-0.557.437.436.137.577.78
High-YieldT. Rowe Price High-YieldFund-1.512.002.008.628.637.15
Barclays US HY Interm TR USDB-1.121.851.858.078.657.43
Cash and Equivalents
Cash and EquivalentsFederated Prime Cash Obligs InstlFund0.010.020.020.080.121.74
BofAML US Treasury Bills 0-3 Mon TR USDB0.000.030.030.050.071.46
Notes: ___ Data source: Morningstar and Fifth Third calculations Type-SMA=Separately Managed Account, Fund=Mutual Fund/ETF/ETN/LP, B=Benchmark Where no long-term performance history, underlying benchmark performance utilized.