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KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents 1:15 p.m., January 28, 2011 Board Room, Julian M. Carroll Academic Services Building Frankfort, Kentucky Regent Laura Douglas, Presiding

AGENDA

• I.CALL TO ORDER
• II.ROLL CALL
• III.OPENING REMARKS
• Regent Laura Douglas, Chair
• Atty. Lori Davis, Secretary
• Regent Laura Douglas
• IV.APPROVAL OF MINUTES Action Items: Approval of Minutes from October 22, 2010, Meeting Approval of Minutes from November 5, 2010, Meeting
• V.PRESIDENT'S REPORT
• A.Introduction of New Staff
• B.Student/Athletic Recognition
• KSU Volleyball Team
• National 4-H Award Recipient
• C.Action Item: Naming of Conference Room
• D.Faculty Handbook Update
• E.CPE Diversity Initiative – Dr. Kimberly Holmes
• F.Banner Update
• G.Risk/Compliance Update – Dr. Ivory Griskell
• VI.COMMITTEE REPORTS
• A.Academic Affairs Action Item: Faculty Sabbatical Leave
• B.Student Affairs
• C.Finance and Administration
• D.External Relations & Development
• E.Audit Committee Regent Karen Bearden, Chair Regent Phyllis Williams, Chair Regent Wilbert W. James, Chair Regent Charles Whitehead, Chair Regent Mindy Barfield, Chair
• VII.CLOSED SESSION
• A.Pending Litigation
• B.Personnel Matters
• VIII.OPEN SESSION
• IX.CLOSING REMARKS
• X.ADJOURNMENT

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Regents Committee Meetings Schedule January 28, 2011

9:00-9:45 Academic Affairs Committee

9:45-10:30 Finance & Administration

10:30 – 11:00 Student Affairs

11:00 – 12:00 External Relations & Development

12:00 – 12:30 Audit Committee

12:30 – 1:10 Lunch

1:15 – Board Meeting

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KENTUCKY STATE UNIVERSITY Special Meeting of the Board of Regents 10:00 a.m., November 5, 2010 Board Room, Julian M. Carroll Academic Services Building Frankfort, Kentucky

MINUTES

1. Call to Order:

Chairperson Laura Douglas called the special meeting of the Kentucky State University Board of Regents to order at 10:05 a.m. on November 5, 2010.

II. Roll Call:

Chairperson Douglas asked the Secretary to the President to conduct the roll call:

Regent Banks, Present

Regent Barfield, Absent

Regent Bearden, Present

Regent Conner, Present

Regent Douglas, Present

Regent Fuller, Present

Regent Guarnieri, Present

Regent James, Absent

Regent Reddy, Absent

Regent Whitehead, Present

Regent Williams, Absent

Seven Regents were in attendance. A quorum was declared.

III. Opening Remarks:

Chairperson Douglas began by reminding the Board that it would be reviewing the Audit results and taking formal action on the audit during this meeting.

IV. Committee Reports:

Finance and Administration:

Ms. Alice Bursey Johnson, Vice President Finance and Business Affairs, presented information about the External Audit report. Ms. Johnson introduced Mr. Doug Allen, Auditor with Crowe Horwath, to provide preliminary findings of the financial audit, including, Circular A1-33, the review of KSU federal, state and local grants and awards.

Mr. Allen stated that Crowe Horwath issued an unqualified opinion regarding KSU's financial statements, the highest opinion that an entity can receive on its financial statements.

Board of Regents Special Meeting Minutes November 5, 2010

Mr. Allen summarized the Circular A1-33 document. Mr. Allen stated that the audit identified a few significant deficiencies and one (1) material weakness related to the Circular A1-33. Mr. Allen noted that KSU management took appropriate corrective measures to take on compliance with financial management guidelines.

Board members asked several questions and President Sias, Ms. Johnson and Mr. Allen responded to the inquiries.

Regent Douglas commended Ms. Johnson and her staff for their diligence and professional expertise. President Sias also complimented KSU's Internal Auditor, Dr. Ralph Kimbrough. A final audit report will be prepared and distributed upon Board approval.

Action: Motion was made to approve and accept the audit report by Regent Bearden and seconded by Regent Guarnieri. The motion was passed.

V. Closed Session:

Action: Motion was made to convene a closed session. The motion passed.

The Board took no action in Closed Session.

VI. Adjournment:

Action: Motion was made to adjourn the special Board meeting by Regent Whitehead and seconded by Regent Guarnieri.

The meeting adjourned at 11:50 a.m.

Submitted by:

Lori A. Davis, Secretary General Counsel Kentucky State University

Laura Douglas, Chair Board of Regents Kentucky State University

Approved with no corrections Approved with corrections

Board of Regents Special Meeting Minutes November 5, 2010

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents 1:15 p.m., October 22, 2010 Board Room, Julian M. Carroll Academic Services Building Frankfort, Kentucky

MINUTES

I. Call to Order:

Chairperson Laura Douglas called the meeting of the Kentucky State University Board of Regents to order at 1:28 p.m. on October 22, 2010.

II. Roll Call:

Chairperson Douglas asked the Secretary to the President to conduct the roll call:

Regent Banks, Present

Regent Barfield, Absent

Regent Bearden, Present

Regent Conner, Present

Regent Douglas, Present

Regent Fuller, Present

Regent Guarnieri, Present

Regent James, Absent

Regent Reddy, Present

Regent Whitehead, Present

Regent Williams, Present

Nine Regents were in attendance. A quorum was declared.

III. Opening Remarks:

Chairperson Douglas began by complimenting the University for the outstanding Homecoming activities.

IV. Approval of Minutes:

Action:

Motion to approve the minutes from the Board of Regents meeting held on July 23, 2010 was made by Regent Whitehead and seconded by Regent Bearden. The motion passed.

V. President's Report:

KSU Homecoming Festivities:

President Sias commented upon the 2010 Homecoming Celebration. President Sias stated that the Coronation was well done and that there was a full house during the Hall of Fame event. President Sias also thanked the Frankfort community for its support and that 750 attendees were present for the Homecoming Ham and Jam event. President

KSU Board of Regents Minutes October 22, 2010

Sias reported that the university showcased its campus and choir during the luncheon that featured Assistant Secretary of the United States Housing and Urban Development (HUD), John Trasviña. Secretary Trasviña discussed a collegiate partnership and also shared concerns about civil rights violations.

BANNER Project.

Mr. Whitaker reported upon the BANNER implementation. Mr. Whitaker stated that the project is on schedule and currently in the verification and validation stages. He also stated that the Finance and Human Resources departments will “go live” through 3 parallel tests first. According to Mr. Whitaker, no major issues in the implementation were reported.

Mr. Hinfred McDuffie stated that expenditures are at 2% of actual expenses. President Sias commended the staff.

Academics with Attitude (AWA):

President Sias updated the Board about the progress with Academics with Attitude. She stated that AWA started with 100 students and that only one (1) student out of 98 did not meet the grade point average goal. President Sias stated that the students were enthusiastic and wanted to go through the program again. President Sias emphasized the need to replicate the current AWA program in place. She explained that the AWA program has been providing access to opportunity and lifting those students out of poverty with the goal of moving them where they need to be.

Governmental Relations:

Mr. Stephen Mason, Sr., distributed copies of a report entitled “The Economy and Postsecondary Education Institutions.”

University Senior Administration Organizational Chart

President Sias presented an updated organizational chart of her senior leadership staff, including new positions, new staff and title changes.

Action: Motion to approve the University Senior Administration Organizational Chart was made by Regent Reddy and seconded by Regent Whitehead. The motion passed.

Faculty Handbook Language:

President Sias reported that changes to language had not been made in the area of shared governance. She also stated that she would be hiring a new General Counsel as a result of Ms. Angela Curry's resignation. The new General Counsel will review possible language changes to the shared governance policy and President Sias will provide proposed changes at a future meeting.

KSU Board of Regents Minutes October 22, 2010

125th Anniversary:

The theme for the 125th Anniversary will be “Uniting Generations, Securing Futures.” Signature events will be planned and includes, the President’s Gala to be held on April 16, 2011 at the Frankfort Convention Center. The 125th Anniversary logo was unveiled as well.

Future of KSU:

President Sias provided a written report to the Board and identified the following as areas to enable the university to reposition itself:

• Reduction of existing departmental silos
• Increased grant writing
• Increased summer program
• Increased diversity
• Increased buildings with LEED certification
• More campus-wide computer labs

VI. Committee Reports

Academic Affairs:

Regent Bearden presented the Academic Affairs Committee report. The committee referenced President Sias' report during its discussion.

Action: Motion was made to approve a one (1) semester faculty sabbatical leave in 2011 for Reba Rye by Regent Reddy and seconded by Regent Whitehead. The motion passed.

Student Affairs:

Regent Williams presented the Student Affairs Committee report. She provided an update on Student Life Activities, Health Services utilization, Career Placement, Enrollment and Admissions. Dr. Rubye Jones, Vice President of Student Affairs, stated that an Open House for prospective students was scheduled for October 23, 2010 with an expected attendance of 700 students. No action items were reported.

Finance and Administration:

Regent Douglas presented the Finance and Administration report. She stated that the Audit Committee will provide an annual report. No action items were reported.

External Relations and Development:

Regent Whitehead presented the External Relations and Development report. He discussed the recent Homecoming celebration and the KSU Capital Campaign. The Office of External Relations and Development plans to increase mailings to alumni. Regent Whitehead stated that he believes that there is a positive relationship with the Frankfort community.

KSU Board of Regents Minutes October 22, 2010

Regent Whitehead also reported that KSU is at 96% of its housing capacity. Updates were also provided about capital planning and construction projects as well as public and media relations.

Regent Whitehead discussed KSU's request to purchase a research vessel (boat) docked in Frankfort. The research vessel would be a part of the Land Grant program's educational outreach to school-age children.

Action: Motion was made to approve the purchase of a research vessel docked in Frankfort on the Kentucky River by Regent Whitehead. The motion passed.

Regent Whitehead discussed the KSU Endowment Match Program Report. The report was included in the Board materials. Each year university governing boards are required to review and approve a summary of all institutional endowments for submission to the Council on Postsecondary Education.

Action: Motion was made to approve the Kentucky State University Endowment Match Program 2009-10 CPE Summary Report for submission to the Kentucky Council on Postsecondary Education by Regent Whitehead. The motion passed.

Audit Committee:

Regent Bearden presented the Audit Committee report. No action was taken.

VII. Closed Session:

Action: Motion was made to convene a closed session to discuss personnel matters and pending litigation pursuant to the Kentucky Open Meetings Act. The motion was made by Regent Bearden and seconded by Regent Ready. The motion passed.

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

The Board did not reconvene in Open Session.

VIII. Adjournment:

Action: Motion was made to adjourn the Board meeting by Regent consensus

The meeting adjourned at approximately 2:45 p.m.

KSU Board of Regents Minutes October 22, 2010

☐ ☐ ☐ ☐

Submitted by:

Lori A. Davis, Secretary General Counsel Kentucky State University

Approved with no corrections Approved with corrections Laura Douglas, Chair Board of Regents Kentucky State University

KSU Board of Regents Minutes October 22, 2010

Laura Douglas, Chair Board of Regents Kentucky State University

☐ ☐ ☐ ☐

Kentucky State University Board of Regents 2010-2011 Academic Affairs Committee

Regent Karen Bearden, Chairperson Regent Mindy Barfield Regent Edwin Conner Regent Michael Fuller Dr. James Chapman, Staff

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Kentucky State University Board of Regents

January 28, 2011

ACADEMIC AFFAIRS MEETING INDEX

A1 Approval of Minutes, October 22, 2010 ..... 4 A2 Executive Summary, Information ..... 6 A3 Faculty Sabbatical Leave, Approval ..... 12

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KENTUCKY STATE UNIVERSITY Regular Meeting of the Academic Affairs Committee January 28, 2011

9:00 a.m. - 9:45 a.m.

The Board Room - Academic Services Building Regent Karen Bearden, Presiding

1. Call to Order
2. II.Roll Call
3. III.Opening Remarks
4. IV.Approval of Minutes
5. V.Executive Summary Report Dr. James Chapman Interim Provost/Vice President for Academic Affairs
6. VI.Approval of Sabbatical Leave
7. VII.Discussion
8. VIII.Adjournment

Agenda

Regent Karen Bearden, Chairperson

Dr. James Chapman Interim Provost/Vice President for Academic Affairs

Regent Karen Bearden, Chairperson

Regent Karen Bearden, Chairperson

Dr. James Chapman Interim Provost/Vice President for Academic Affairs

Regent Karen Bearden, Chairperson

Regent Karen Bearden, Chairperson

Regent Karen Bearden, Chairperson

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A1

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

Background:

The minutes of the Academic Affairs Committee meeting for October 22, 2010, require approval in order to become an official part of the committee records.

SEE PAGE 5

Recommendation:

It is recommended that the Academic Affairs Committee approve the minutes of the October 22, 2010, meeting.

APPROVAL

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KENTUCKY STATE UNIVERSITY Regular Academic Affairs Committee Meeting 9:00 a.m., October 22, 2010 Academic Services Building, Board Room Frankfort, KY

MINUTES

Regent Karen Bearden called the meeting of the Kentucky State University Board of Regents Academic Affairs Committee to order at 9:00 a.m. on October 22, 2010. Regent Bearden asked Rita Evans, Academic Affairs, to call roll:

Regent Karen Bearden, Present Regent Edwin Conner, Present Staff, Dr. James Chapman, Present Regent Michael Fuller, Present Regent Mindy Barfield, Absent

Regent Michael Fuller, Present Regent Mindy Barfield, Absent

A quorum was declared. Dr. Chapman gave an overview of the executive report. The report affirms that Academic Affairs and Land Grant faculty and staff remain dedicated to teaching, research, and service.

Action: A Motion for the approval of the Academic Affairs Committee's April 23, 2010, minutes was made and passed. The minutes were approved.

Action: A Motion for the approval of the Academic Affairs Committee's July 23, 2010, minutes was made and passed. The minutes were approved.

Action: A Motion for the approval of Sabbatical leave for Ms. Reba Rye was made. The motion carried.

The Academic Affairs' Committee meeting adjourned at 10:00 am.

Submitted by:

Approved by:

James P. Chapman Interim Provost/Vice President for Academic Affairs Kentucky State University

Regent Karen Bearden, Chairperson Academic Affairs Committee Board of Regents Kentucky State University

___ Approved with no corrections

___ Approved with corrections

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A2

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

Background:

The Academic Affairs Report submitted by James Chapman, Interim Provost/Vice President for Academic Affairs is presented on pages 7-11. The report covers the period from September 28, 2010, to December 31, 2010.

Recommendation:

INFORMATIONAL

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Kentucky State University Report to the University Board of Regents (Covering the period from September 28, 2010, to December 31, 2010)

By James P. Chapman Interim Provost/Vice President for Academic Affairs

January 28, 2011

UNIT ACCOMPLISHMENTS

EXECUTIVE SUMMARY

College of Arts, Social Sciences, and Interdisciplinary Studies (CASSIS)

Dr. Sam Oleka, Dean of the College of Arts, Social Sciences and Interdisciplinary Studies, was appointed co-chair of the Cultural Diversity Committee of the National Council of Deans of Colleges of Arts and Sciences during its annual conference held in New Orleans on Nov. 10-14, 2010. At that conference, Dean Oleka also presented two panel discussion papers: "How to Search and Hire Affirmatively: A Dean's Point of View" and "Measuring and Reporting Academic Productivity: Addressing the Data Needs of Internal and External Audiences." During the same week, he was a keynote speaker at the National Leadership Conference of the African Christian Fellowship-USA in Houston, Texas

The Kentucky State University Gospel Ensemble under the direction of Dr. Leon Richard will participate in Soul Celebration with Grammy-winner Take 6 and The Lexington Philharmonic Saturday on January 22, 2011, at 8:00 p.m. Singletary Center For The Arts. The Kentucky State University Concert Choir with Dr. Carl Smith as Director will participate in the presentation of Porgy and Bess in conjunction with the University of Kentucky Opera and Dr. Everett McCorvey on January 28-29 and February 3-6 2011, at the Singletary Center For The Arts.

Dr. Barbara Buck, Chair Division of Fine Arts recently was elected Vice President for National Association of Schools of Music (NASM) Region 8

Dr. Gary Elliott of the Whitney Young School presented a paper on “My Key Won’t Unlock this Door: Sufi Mysticism and Sexual Impotence in Blues Lyrics” at the annual meeting of the American Folklore Society, Oct. 13-16, 1010, in Nashville, Tenn. Dr. Thomas McPartland, chair of the Whitney Young School, participated in a panel on “Honors and the State Legislature,” at the National Collegiate Honors Council’s annual conference in Kansas City on Oct. 22, 2010. The National Collegiate Honors Council is the premier organization for honors programs and colleges in the United States. Drs. Edwin Conner and Thomas McPartland of the Whitney Young School were among four representatives from KSU at the meeting of

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the Coalition of Senate and Faculty Leaders at the offices of the Council of Postsecondary education in Frankfort on November 19, 2010. Dr. Tucker Landy of the Whitney Young School delivered a presentation on “Leo Strauss and the Socratic Turn” at a panel of presentations all dealing with the Socratic Turn at the Northeastern Political Science Association on Nov. 12, 2010, in Boston, Mass. This paper is the central piece of a book Landy is now writing dealing with Leo Strauss, Plato and modern thought.

Twelve KSU students from the Whitney Young School participated in the Kentucky Honors Roundtable held in mid-October at Western Kentucky University. The Honors Roundtable brings students from honors programs around the state together for camaraderie and education. Senior Leah Mason in her presentation, "Vote Smart: Honors Internship with State Legislature," described her experience in the spring semester as an intern for BCTCS with the state legislature, emphasizing how to gently engage in local politics. Sophomore Kimberly Kidd, in her paper "The Greatest Profession," explored the relationship between teacher and students as found in the celebrated religious texts the Bhagavad Gita, the Bible, the Consolation of Philosophy and the Divine Comedy. Sophomore Christopher Wales presented a paper on the "Evolution of Usury," tracing the changing views on the sinfulness of charging interest on a loan. Sophomores Teya Everett and David Munyaka, on a panel titled "Does God Exist?" analyzed Aquinas' proofs for the existence of God. Sophomore Ngoentra Leelachantachot explored the concept of a hero in her paper "Is Ariuna a True Hero?" Also attending the conference were freshmen Jaree Beckwith, Kris Boyd, Charles Howard, Chevonne Timmons and Jenifer Woodson. Bronwyn Burk attended as president of the Whitney Young Student Council. Drs. Thomas McPartland and Tucker Landy helped students prepare their presentations and then accompanied them to the conference.

WYS honors student Travis Renz spent the fall semester with 600 students from around the U.S. and world on a “college ship,” the MV Explorer, as a participant in the Semester at Sea program, affiliated with the University of Virginia. He took 15 credit hours of courses for his international studies minor. He departed from Halifax, Nova Scotia, Aug. 27 and visited 10 countries-- Spain, Morocco, Ghana, South Africa, Mauritius, India, Vietnam, China and Japan --before returning to San Diego on Dec. 13. The floating campus had nine classrooms, a computer lab, dining rooms, wellness center, 8,000 volume library, and computer access to online archival resources. Nobel Peace Prize Archbishop Desmond Tutu from South Africa was a lecturer on the entire voyage.

Two WYS honors students participated in a Cooperative Center for Study Abroad program in London, England (the London Winter Break). Bronwyn Burk took a class in “Theatre in London: Yesterday/Today” and Denae Shelton a class called “The Art of International Business.

College of Mathematics, Science, Technology and Health

In the Division of Aquaculture Dr. Boris Gomelsky and Dr. Robert Durborow addressed the Greater Louisville Koi and Goldfish Society, Thursday, Nov. 11, on issues concerning koi management. Dr. Gomelsky spoke on color inheritance in koi and how genetics knowledge can help koi owners and breeders improve the color and value of their fish. Dr. Durborow

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addressed managing water quality and diseases. The Division of Aquaculture was featured in the KSU booth developed for the World Equestrian Games in Lexington, Sept. 25 – Oct. 10. It was in a prime location being right at the entrance to the Trade Show Village. There were four interactive iPads and a Microsoft Surface, as well as oversized facsimiles of netbooks, iPods, texting phones and eReaders – all of which had video running. The Division of Aquaculture's Multimedia Coordinator Tod Porter spent over 6 months designing and developing the exhibit and it was manned by Division of Aquaculture personnel for the full 11 days.

CS Graduate Student presents his research at conferences

• P.Garrity a Computer Science student guided by S. Bhattacharyya (Associate Professor Computer Science) presented his research on vehicle classification using wireless sensor network technology at IEEE Sensors 2010 at Waikoloa HI Nov 1-4th and a regular paper at Intellectbase International Consortium Dec 16-18th 2010 at Las Vegas, NV. IEEE Sensors 2010 is the international conference for the presentation, discussion and exchange of information regarding the latest research and development in sensors and its related fields. Three Kentucky State University computer science students attended the Super Computing 2010 annual conference, Nov. 13-19 in New Orleans, La. Drs. Chi Shen and Mike Unuakhalu accompanied Wen Li, Dan Cleland and John Roberts (students in the computer science program) to the conference. SC10 has more than 10,000 participants every year. It is the international conference for high performance computing, networking, storage and analysis.
• The School of Nursing will have a reaccreditation visit on January 25-28, 2011.

College of Professional Studies

The School of Business received re-affirmation by the Accreditation Council for Business Schools and Programs (ACBSP) for another 10.

The School of Education had its State Personnel Grant renewed for $177,000. In collaboration with the Office of the Provost, the School was awarded $200,000 to introduce, deconstruct and implement the Common Core Academic Standards at KSU

The School of Education conducted a Beta Test of its Online Professional Development Center with 20 teachers from the University's eight service area districts (Anderson, Franklin, Frankfort, Henry, Owen, Scott, Shelby, and Woodford County Schools). The School will launch the Professional Development Center and School of Education Website on February 1, 2011.

The KSU Student Education Majors Association boasts one of its largest paid membership enrollments in the history of the program with over sixty members. The School has over 150 students participating in Clinical and Field Placements in Kentucky Public School during the Fall 2010 semester. These included Clinical (graduates) and Early Field Experience (undergraduates), Student Teaching (Undergraduates) and Practicum Experiences (Graduate Students).

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Through the Community Outreach Grants, and under the leadership of Dr. Herman Walston, over 100 children were served through tutoring and mentoring in Franklin, Frankfort, Anderson and Woodford County Schools. Dr. Walston continues to expand these services with new and renewed grants.

Academic Support

Recent Activities of the Academic Center for Excellence (ACE) include participation in HBCU showcase, a presentation during the Office of Admission's Open House; Learning Styles, Goal Setting, Math Study Skills workshops for pre-nursing students; participation in the Major/Minor Fair and Senior Day sponsored by Office of Advising; frequent assistance to the Upward Bound program with tutoring and workshops. ACE was also the winner of the 2010 Homecoming Decoration Award, highlighting KSU's legacy of excellence.

A new counselor joined the advising team of the Office of Academic Advising and Advising staff provided one-on-one services to 441 students during this period.

In the area of International Affairs, the Internationalization Task Force was formed, consisting of 9 members representing each college and key academic areas. Its charge is to develop a strategic plan for internationalizing the university 151 students have formally expressed an interest in studying abroad, 55 of the 151 have come in for a one-on-one advising session, and a total of 4 students studied abroad in 09-10. KSU observed International Education Week from November 15 to 19 with numerous activities, including a campus parade, and a closing banquet sponsored by the International Student Association. A student-led dialogue between African and African Americans was held on the experience of “being black”. Three extracurricular lectures on various international topics were also held.

Developmental Education at KSU continues to play a vital role in student success. While the number of students entering the university needing developmental courses has risen, the good news is that the number of students needing three DE courses has declined and the number needing only one, has risen substantially.

The AWA Project continues to prove successful in improving grades, attitudes, and retention. This project is designed for students testing into all three developmental courses at the first level. In 2009, 55 students participated in the summer semester with 54 continuing the following fall semester. Of those, 36 students were registered in the fall 2010 semester. In the summer of 2010, 98 students participated and 80 continued on in the fall.

The strength of the project continues to be found in several areas. First, the students placed into the living/learning communities develop a closeness and support for each other. The seminars attached to the English, Reading, and Math classes give them more time on task

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and opportunities to apply what they are learning in the classroom. The faculty gets to know the students well and develop on-going relationships. The faculty and staff meet regularly to discuss strategies and compare notes. Second, advising is a key factor. The UNV instructor is assigned as the advisor for the first four semesters which ensures that students get continuity and monitoring. And finally, students feel supported outside of class with the living communities.

This summer, DE won a grant from the Thurgood Marshall College Fund to collect and disseminate data on the success of AWA. The report has been submitted and a presentation was made at the National Symposium on Student Retention in Mobile, Alabama in November 2010.

AWA students have higher grades and higher retention than their non-AWA counterparts over all. The project is working well. We need to build on that foundation and expand our services to those students who have fewer DE needs so they can move into college-level coursework more quickly and successfully.

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A3

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

Background:

Upon the recommendation of Dr. James P. Chapman, Provost/Vice President for Academic Affairs, and Dr. Mary Evans Sias, President, the Board of Regents is asked to approve the following recommendation for faculty sabbatical leave.

Dr. G. Todd Davis requests sabbatical leave for the fall 2011 semester. Dr. Davis meets all the requirements for sabbatical leave as stated in section 2.9.4.1 of the Faculty Handbook. It is verified that Dr. Davis' absence from the University will not hamper the work of the unit or the University, and no additional funding will be required to offer all necessary courses.

Dr. Davis' plan of work includes the completion of a manuscript on Lord Byron.

Recommendation:

APPROVAL

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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS January 28, 2011 INANCE AND BUSINESS MEETING INDEX

B1 Minutes of October 22, 2010 meeting

B2 Executive Summary Report

B3 Budget vs. Actual

B4 Interim Financial Statements

KENTUCKY STATE UNIVERSITY Regular Meeting of the Finance and Business Committee Board of Regents 10 am, January 28, 2011 Board Room, Academic Service Building Frankfort, Kentucky

Regent Wilbert W. James, Presiding

AGENDA

• I.Call to Order Regent Wilbert W. James
• II.Roll Call Mrs. Lillian Graham
• III.Opening Remarks Regent James
• IV.Approval of October 22, 2010 Minutes Regent James
• V.Executive Summary Report Mrs. Alice Johnson
• VII.Informational Items
• Budget vs. Actual December 2010- Interim Financial Statements December 2010
• Discussion Regent James
• Turnout Regent James
• VIII.Discussion
• IX.Adjourn

Regent James

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

B1

To: Board of Regents Finance and Business Committee Date: January 28, 2011

From: Alice B. Johnson Vice President for Finance and Business Affairs

Subject: Finance and Business Committee Meeting Minutes October 22, 1010

Reason for Consideration: Action Item Enclosures: Yes

Background:

The minutes of the October 22, 2010, meeting must be approved.

Recommendation:

Approval of the minutes of the meeting on October 22, 2010.

MINUTES

Kentucky State University Regular Finance and Business Committee Meeting Board of Regents Finance and Business Committee 10:00 a.m., October 22, 2010 Frankfort, Kentucky

1. Call to Order

Regent Laura Douglas sat in as Chair of the Finance and Business Committee for Regent James. Regents Bearden and Conner sat in as committee members. Regent Laura Douglas called the meeting of the Kentucky State University Board of Regents Finance and Business Committee to order at 10:10 am on October 22, 2010.

II. Roll Call

Regent Douglas asked for the roll call which was recorded as follows:

Regent Wilbert James, absent

Regent Chuck Whitehead, present

Regent, David Guarnieri, absent

Regent Ronald Banks, present

Regent Karen Bearden, present

Regent Edwin Conner, present

Mrs. Johnson, present

A quorum was declared.

III. Approval of Minutes

Action:

Motion to approve the minutes from the July 23, 2010 Finance and Business Committee meetings was made by Regent Whitehead and seconded by Regent Banks. The motion passed.

Regent Douglas recognized Mrs. Johnson to carry the meeting forward.

V. Vice President's Report

Vice President Johnson gave a summary of the September 2010 interim financial statements and the final draft of the fiscal year 2010 audit. Copies were distributed to the committee. Mr. Doug Allen with Crowe Horwath gave an

overview of the audit and informed the committee that the audit should be finalized by Friday, October 29, 2010.

Regent Whitehead recommended that a special called meeting be scheduled in November for the Board of Regents to approve the FY10 audit.

V. Adjournment

Motion for adjournment of the Finance and Business Committee's October 22, 2010 meeting was made by Regent Whitehead and seconded by Regent Conner. The meeting adjourned at 10:50 a.m.

Submitted by:

Approved by:

Alice B. Johnson Vice President for Finance and Business Kentucky State University

Wilbert W. James, Chair Finance and Business Committee Board of Regents Kentucky State University

___ Approved with no corrections ___ Approved with corrections

B2

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

To: Board of Regents Finance and Business Committee Date: January 28, 2011

From: Alice B. Johnson Vice President for Finance and Business Affairs

Subject: Executive Summary

Reason for Consideration: Informational Item Enclosures: Yes

Background:

Recommendation:

Kentucky State University Finance and Business Committee Meeting January 28, 2011

Finance and Business (F&B) is pleased to present the following summary report for consideration at the quarterly Finance and Business Committee meeting of the Board of Regents.

Fiscal Year 2010 Audit Review.

Audit results will be analyzed detailing financial component changes in FY2010 vs FY2009.

• Fiscal Year 2011 Interim Results as of December 2010. Reports for Budget vs. Actual and Condensed Financial Statements are included:
• Budget vs. Actual as of December 2010 is presented for information along with comments about the variances.
• Unaudited Financial Statements as of December 2010 are included for the statement of net assets, the statement of revenue, expenses and changes in net assets and the statement of cash flows.
• Staff Changes. Ms. Corlia Logsdon, who was hired in September 2010 as the Assistant Director of Human Resources for Disability Services, has initiated a campus wide review of facility access as well as a thorough review of existing policy and procedure addressing both student and staff needs. Policy recommendations will be forthcoming.

Mr. Douglas Allen was hired in November 2010 as the Director of Accounting Services.

Banner Conversion. Banner system is now live. Go live date was January 1, 2011. All team members have prepared, validated and tested data and processes.

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

To: Board of Regents Finance and Business Committee Date: January 28, 2011

From: Alice B. Johnson Vice President for Finance and Business Affairs

Subject: Budget vs. Actual December 2010

Reason for Consideration: Informational Item Enclosures: Yes

Background: Revenues and expenses are presented for the Educational and General Fund (E&G), Auxiliary Fund, Land Grant and Action Agenda Funds. Budget vs. Actual does not include restricted grants and contracts.

The summary of operations presented below is to assist in understanding the results reflected in the budget vs. actual report as of December 2010.

The state appropriates funds for Land Grant as required by the U.S. Department of Agriculture. Land Grant, Action Agenda and Auxiliary Funds are not available to the University for discretionary spending.

Revenue

• State appropriations are received in installments of 30% (July), 25% (October), 25% (January) and 20% (April) of each year. At December 2010, $13.7 million of appropriations have been received.
• Student Tuition and Fees has been posted for Fall 2010 and Spring 2011 enrollment. Auxiliary revenues represent housing and board for resident students enrolled for Fall 2010 and Spring 2011. Approximately, $8 million is related to Spring 2011 enrollment. Student tuition and fees, housing and board revenue may decrease for the Spring 2011 semester due to student withdrawals and/or students moving from residence halls after they have enrolled.
• Other revenue includes athletic income, indirect cost recovery, facility rentals, interest income.

Expense

• Salaries and benefits expenses are at 41.0% of budget. This variance is considered normal.
• Supplies, Travel, Communications and Services were expended at a level appropriate for the percent of fiscal year expired. These expenses are incurred more heavily during the academic year. Services include utilities and other services used for fall semester preparation. This variance is considered normal.
• Interdepartmental and Fixed Costs may reflect reductions in expenses which are due to timing in recording journal entries. Fixed Costs include maintenance agreements that require payment in full at the beginning of the service agreement; therefore, these expenses are not incurred evenly over the fiscal year. This variance is considered normal.
• Student Aid should be recorded consistent with Tuition and Fees. Student Aid is typically recorded as students complete the registration process and accepts aid awards. This variance is considered normal.
• Transfers include debt service obligations and internal reallocations. Transfers are typically recorded at the beginning of the fiscal year. This variance is considered normal.

Recommendation:

YTD ACTUAL BY FUND GROUP

Budget VS Actual Month Ending Dec. 31, 2010

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

B4

To: Board of Regents Finance and Business Committee Date: January 28, 2011

From: Alice B. Johnson Vice President for Finance and Business Affairs

Subject: Interim Financial Statements-December 2010

Reason for Consideration: Informational Item Enclosures: Yes

Background:

Interim Financial Statements are included as of December 2010. At December, six months of operations have occurred. A brief summary explanation of certain current assets and plant items follows:

1. Cash and cash equivalents total $23.5 million. This amount includes $15.1 million that is restricted for Land Grant and Action Agenda programs and $3.7 million that is restricted for plant purposes. The remainder is current operating cash that will be disbursed for current operations during the year.
2. Accounts receivable totaling $20.4 million includes the receivables from students, grants and loans. This amount includes $14.2 million in student accounts receivables, and $5.4 million that is grants and other accounts receivables.
3. Current liabilities of $5.8 million consist of accounts payable and accrued payroll liabilities. Accrued compensated absences total $1.7 million and Deferred Revenue totals $1.7 million.
4. As of December 2010, net assets reflect a $15.8 million increase primarily due to revenues for tuition and fees and federal grants and contracts.

The Statement of Cash Flows reflects a net increase of $556 thousand at December 2010. Operations consumed $16.6 million of cash through December 2010.

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Kentucky State University Statement of Net Assets December 31, 2010 (Unaudited)

14

___

☐ ☐ ☐ ☐

Kentucky State University Addendum to Statement of Net Assets Components of Fund Balances - Disaggregated (Unaudited)

15

Kentucky State University Statement of Revenues, Expenses and Changes in Net Assets (By Function) Period Ending December 31, 2010 (Unaudited)

16

Kentucky State University Statement of Revenues, Expenses and Changes in Net Assets (By Function) Period Ending December 31, 2010 (Unaudited)

17

Kentucky State University Statement of Cash Flows Period Ending December 31, 2010 (Unaudited)

18

Kentucky State University Statement of Cash Flows Period Ending December 31, 2010 (Unaudited)

19

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS

2010-2011 Student Affairs Committee

January 28, 2011

Regent Phyllis Williams, Chair Regent Edwin Conner Regent Laura Douglas Regent Michael Fuller Regent Syamala H. K. Reddy Dr. Rubye Jones, Staff

KENTUCKY STATE UNIVERSITY Regular Meeting of the Student Affairs Committee Board of Regents 10:30 a.m. January 28, 2011 Board Room – Academic Services Building Frankfort, Kentucky

1. Call to Order
2. II.Roll Call
3. III.Opening Remarks
4. IV.Approval of Minutes
5. V.Executive Summary Report
6. VI.Discussion
7. VII.Adjournment

AGENDA

Regent Phyllis Williams, Chair

Mrs. Fulvia Longstreet, Recorder

Regent Williams

Regent Williams

Dr. Rubye Jones, Vice President for Student Affairs and Enrollment Management

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

C1

To: Board of Regents Student Affairs Committee Date: January 28, 2011

From: Dr. Rubye Jones Vice President for Student Affairs and Enrollment Management

Subject: Student Affairs Committee Meeting Minutes October 22, 2010

Reason for Consideration: Approval Enclosures: Yes

Background:

The minutes of the Student Affairs Committee meeting of October 22, 2010, require approval in order to become an official part of the committee records.

Recommendation:

The Student Affairs Committee approve the minutes of the October 22, 2010, meeting.

KENTUCKY STATE UNIVERSITY Regular Student Affairs Committee Meeting Board of Regents Student Affairs Committee 10:30 a.m. October 22, 2010 Board Room, Academic Service Building Frankfort, Kentucky

MINUTES

Regent Phyllis Williams, Chair called the meeting of the Kentucky State University Board of Regents Student Affairs Committee to order at 10:30 a.m. on October 22, 2010. Mrs. Lillian Graham, Acting Recorder, called the roll:

Regent Michael Fuller, present Regent Phyllis Williams, present Regent Syamala Reddy, present Regent Laura Douglas, present Regent Edwin Conner, present Dr. Rubye Jones, present

A motion was made by Regent Douglas and seconded by Regent Fuller for the approval of the minutes of the July 23, 2010, meeting. The motion was approved.

Informational: Dr. Rubye Jones reported on activities from the following student affairs and enrollment management areas:

The Office of Student Life for Holistic Development and Programming.

The Office of Student Health Services.

• Career Counseling and Placement.
• University Police.
• Testing/The Center for Professional Career Preparation (CPCP).

Office Admissions.

Office of Finance Aid and Office of the Registrar.

Office of Enrollment Management.

Student One-Stop Shop Center.

Dr. Roosevelt Shelton presented an update on the One Stop Center operations.

The meeting adjourned with consensus.

Submitted by:

Approved by:

Dr. Rubye Jones Vice President for Student Affairs And Enrollment Management Kentucky State University

___ Approved with no corrections ___ Approved with corrections

Regent Phyllis Williams, Chairperson Student Affairs Committee Board of Regents Kentucky State University

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS External Relations and Development Committee

January 28, 2011

Regent Ronald Banks

Regent Laura Douglas

Regent David Guarnieri

Regent Wilbert James

Regent Charles Whitehead, Chair

Regent Phyllis Williams

Mr. Hinfred McDuffie, Staff

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS January 28, 2011 Kternal Relations and Development Committee

INDEX

D1 External Relations and Development Committee Meeting Minutes (October 22, 2010)

D2 Executive Summary Report

D3 Executive Contributions Report Alumni Relations Report

D4 Information Technology Report Auxiliary Enterprise Report Capital Planning, Construction and Facility Operations Report

D5 Communications Report

2

KENTUCKY STATE UNIVERSITY

Regular Meeting of the External Relations and Development Committee Board of Regents 11 a.m., January 28, 2011 Board Room, Academic Services Building Regent Charles Whitehead, Presiding

AGENDA

☐ ☐ ☐ ☐ ☐ ☐

• I.Call to Order Regent Charles
• II.Roll Call Hinfred McDuffie Vice President for Administration, External Relations and Development
• III.Opening Remarks Regent Whitehead
• IV.Action Item Regent Whitehead
• Approval of October 22, 2010, Meeting Minutes
• V.Executive Summary Report - Endowment Management Report H. McDuffie
• ~head
• Regent Charles Whitehead, Chair
• VI.Discussion
• Regent Whitehead
• VII.Adjourn

3

D1

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

To: Board of Regents External Relations and Development Committee Date: January 28, 2011

From: Hinfred McDuffie Vice President for Administration, External Relations and Development

Subject: Committee Meeting Minutes (Oct. 22, 2010)

Reason for Consideration: Approval Enclosures: Yes

Background:

The minutes of the External Relations and Development Committee meeting of October 22, 2010, require approval in order to become an official part of the committee's records.

Recommendation:

That the External Relations and Development Committee approve the minutes of the October 22, 2010, meeting.

4

Kentucky State University Regular External Relations and Development Committee Meeting Board of Regents External Relations and Development Committee 11 a.m., October 22, 2010 Board Room, Academic Services Building Frankfort, Kentucky

MINUTES

Regent Charles Whitehead called the meeting of the Kentucky State University Board of Regents External Relations and Development Committee to order at 11:40 a.m. on Friday, October 22, 2010. Mr. Hinfred McDuffie, Vice President for Administration, External Relations and Development, called roll:

Regent Ronald Banks, present

Regent Ronald Banks, present Regent Laura Douglas, present Regent David Guarnieri, absent Regent Wilbert James, absent Regent Charles Whitehead, present Regent Phyllis Williams, present

Four of the six regents on the committee were present. A quorum was declared.

Action:

Regent Whitehead called for a vote to approve the July 23, 2010, External Relations and Development Committee minutes, as distributed. The motion passed.

Discussion:

In his opening remarks, Regent Whitehead commented on the big turnout for Homecoming, which he said spoke well for Kentucky State University. He also complimented the Division of External Relations and Development for its involvement with Homecoming.

Discussion:

During the Executive Summary Report, Regent Whitehead asked if there were plans to install an elevator in Alumni Stadium. Jack McNear, associate vice president for capital planning and construction, responded that an elevator project had been in the university's plans five or six years ago, but it may not have been executed because of lack of adequate finances. Regent Whitehead requested updated information on plans for a possible elevator for the next committee meeting.

Regent Banks asked about the possibility for purchasing a new clock for the football stadium's scoreboard. Mr. McDuffie responded that vendors have provided initial

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pricing of different models for a new scoreboard with plans to have one installed by the next football season, in time for the university's 125th anniversary celebration.

The endowment management report was distributed to all committee members and presented by Mr. Clint Long and Mr. James Faraday of Fifth Third Bank.

Action:

Motion to forward the Kentucky State University Endowment Match Program 2009-2010 CPE Summary Report for action by the Kentucky State University Board of Regents was approved by the External Relations and Development Committee. The full board was to approve the report for submission to the Kentucky Council on Postsecondary Education. The motion, which was made by Regent Whitehead and seconded by Regent Douglas, passed.

Action:

Regent Whitehead called for a vote to forward the request for purchase of the Research Vessel for action by the Kentucky State University Board of Regents. The motion passed.

Regent Whitehead adjourned the External Relations and Development Committee meeting at 12:15 p.m.

Submitted by: Approved by:

Hinfred McDuffie Vice President for Administration, External Relations and Development Kentucky State University

Approved with no corrections Charles Whitehead, Chair External Relations and Development Committee Board of Regents Kentucky State University

Charles Whitehead, Chair External Relations and Development Committee Board of Regents Kentucky State University

_____ Approved with corrections

Approved with corrections

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D2

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

To: Board of Regents External Relations and Development Committee Date: January 28, 2011

From: Hinfred McDuffie Vice President for Administration, External Relations and Development

Subject: Executive Summary Report

Reason for Consideration: Informational Enclosures: Yes

Background:

N/A

Recommendation:

Informational

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Kentucky State University Division of External Relations and Development Report to the Board of Regents

January 28, 2011

EXECUTIVE SUMMARY

During the period of July 1, 2010, to December 31, 2010, Kentucky State University received $187,348 in donations from 192 contributors – corporations, foundations, individuals and organizations. Scholarships received the largest portion of the donations, in the amount of $173,617.

The Office of Alumni Relations processed the following memberships: 549 annual/associate, 262 complimentary to new graduates, 287 life and 26 subscribing life for a total of 1,124 KSU National Alumni Association financial members, as of December 31, 2010. The K-Club has 33 members. There were mass mailings to alumni for the following purposes: Permanent Alumni Scholarship Fund solicitation (36 packages), Homecoming (8,099), K-Club (684), Classes in Reunion (2,383) and miscellaneous mailings (7,901). A total of 3,827 electronic mailings were sent. There were two new/revitalized alumni chapters, and the alumni association currently has 24 affiliated chapters.

Information Technology reports progress in the Banner System's implementation: Phase I (discovery and hardware installation) is 100 percent complete; and the Phase 2 and 2.5 conversions are 100 percent complete. Training for the Finance and Human Resources modules has begun. All conversion and go-live phases will be complete in 2011.

Auxiliary Enterprise reports that housing occupancy was at 96 percent with 982 students by the end of December 2010. Also, Capital Planning, Construction and Facility Operations had 19 major projects in progress.

The university was covered in 300 articles in Kentucky. The advertising equivalency dollar amount (or cost saving) for the newspaper coverage of KSU was $5,140,605. The university also was covered in 88 television news stories reaching a Nielsen audience of 2,506,068 for a total ad equivalency of $76,027 or total publicity value of $228,072. There were 131 messages posted on KSU's electronic message board.

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D3

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

Background:

N/A

Recommendation:

Informational

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ㄧ ㄧ ㄧ ㄧ

Development Services

Donor Designation Breakdown

Constituency Type Breakdown

Executive Contributions Report and Comparison of July 1, 2009 - September 30, 2009 to July 1, 2010 - September 30, 2010

Office of Alumni Relations January 2011 Membership Report

National Alumni Association Membership Categories ☐ Number as of 12/31/2009 ☐ Number as of 12/31/2010

PAS Fund Solicitation Numbers reduced due to mailing to Financial members in January 2011

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D4

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

Background:

N/A

Recommendation:

Informational

12

Information Technology January 28, 2011

Information technology is evolving quickly. KSU's Office of Information Technology is developing active plans to anticipate and leverage IT trends and contribute to the university's strategic plan and top goals.

Information Technology is actively working toward the completion of several projects that will enhance and improve operational efficiency and customer service as well as reduce cost for the overall university. The department is also strengthening its internal processes by reorganizing to better serve the needs of the students, faculty and staff.

Project

Banner ERP Implementation

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Kentucky State University Auxiliary Enterprise Report July – December 2010

As of December 31, 2010, Auxiliary Enterprise recorded 2010-2011 fiscal year revenues as follows:

- Housing occupancy at end of December was 96 percent with 982 students.

14

KENTUCKY STATE UNIVERSITY Capital Planning and Construction / Facility Operations Status Report

January 28, 2011

Capital Planning and Construction

Major Projects In Progress

1. Rosenwald (Center for Families and Children) – EH Construction started work June 23, 2010, with a scheduled completion date of May 2011. Concrete floor slabs are installed. Exterior concrete ICF walls are poured. Clock tower structure is installed. Steel roof structure installation is 50 percent complete. Exterior retaining wall is poured and utilities are roughed in. Severe weather has delayed the project by 12 days.
2. Acquire Property Related to Master Plan - This project is to evaluate real estate relevant to the expanding needs of the university. National Guard Property located on Maryland was purchased and deed recorded Dec. 21, 2010.
3. Construct Aquaculture Production Tech Lab - Construction contract was awarded to L & F Design Build on July 22, 2010. Construction progressing with completion scheduled for Feb. 21, 2011. Severe weather has stopped progress; an extension of time is anticipated.
4. Privatized Housing – The request for proposal/request for quotation is modified and ready for re-advertisement, with a bed count of 192.
5. Move Police Department to Rosenwald Building - Construction of new office spaces, installation of electric and adding HVAC units are complete. Building is occupied by some of the University Police staff. Moving electronic equipment and providing needed power resource are estimated at $168,000. The project has been approved to proceed with Title III funds. Description of work is being prepared for submission of quotes on the emergency generator.
6. Restoration of Old Federal Building - $1 million ARRA grant was received through the National Parks Service. Architectural Fee negotiation concluded Aug. 19, 2010, with a required funding split between the KSU and NPS. KSU must fund $38,000 during the initial “Phase A” program and a potential total funding of $71,300 for final design and construction supervision. A budget is prepared with a construction fund of $828,000. The Building Conditions Assessment started in November and is scheduled to be completed in December. A final Conditions Assessment Report is due in January 2011.
7. Completion of Roof Replacement at Bradford Hall – Burnett Sons Roofing was awarded a contract June 28, 2010, with completion scheduled for January 2011. Contractor began work on site Sept. 1, 2010, and work is 99 percent complete. Severe weather has delayed progress.
8. Campus Step Repairs – The project's scope includes replacement of damaged steps at Blazer Library, Hume Hall, Chandler Hall, Carroll Academic Services Building and Kentucky Hall. Quotes were received Oct. 8, 2010. Work completed at Blazer Library on Nov. 19, 2010. Work at Hume Hall started Nov. 22, 2010, and

15

is 80 percent complete. Work at Carroll ASB will follow Hume Hall completion. Work on Chandler Hall started Dec. 31, 2010. The purchase order was issued Dec. 6, 2010. for Kentucky Hall. and work started Jan. 3, 2011.

9. President's House Repairs - Quotes were received for exterior repairs and painting Aug. 26, 2010. Requisition was received and completed. Interior repairs pending special board committee direction.
10. Cheney Plaza – On hold for funding
11. Entrance Gatehouse – Project initiated at State Finance Department. An architect is assigned to design project. The project initiation meeting was held Jan. 6, 2011.
12. Hume Hall window repairs – Quotes are being requested.
13. Betty White Skylight Replacement – Work was completed the week of Dec. 27, 2010.
14. Student Center Tack boards – Tack boards purchased, and installation by Facility Services.
15. Hathaway Hall Improvements - Project to include top soil replacement, card access to lower level and faculty lounge, chair rail in classrooms, dumpster screen fence, boiler repair, lounge TVs and classroom chairs. Quotes to be requested.
16. Dorm Bathroom Repairs – The description of work was prepared and quotes were requested in December 2010. Purchase order to be requested in January 2011.
17. Jackson Hall Furniture – Classroom chairs and tables to be delivered Jan. 25, 2011.
18. Additional Campus Parking – Bid documents are being prepared for additional parking at Betty White, the Academic Annex and Hume Hall. Other sites are being investigated between the Chappell Bldg. and McCullin Basketball Courts.
19. Purchase Aquatic Vessel -- Final approval from Capital Projects and Bond Oversight Committee scheduled for Jan. 18, 2011.

• Facility Operations

Major Projects Completed

1. Old Federal Building roof repair
2. Tornado shelters
3. Exterior painting of Kentucky and Chandler Halls
4. Interior painting in Jackson Hall
5. Campus concrete pavement repairs
6. Campus bituminous pavement repairs
7. Jackson Hall flood damage repair
8. Roof structure replacement on Gas House at Cold Harbor Drive
9. President's Dining Room shelves
10. Carpet central hubs in The Halls Residence Hall
11. Carpet walls in Jackson Hall Display Galleries
12. Environmental remediation in The Halls and Combs Hall
13. Interior painting of Hunter, Kentucky and Chandler residence halls

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D5

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

Background:

N/A

Recommendation:

Informational

17

KSU Media Coverage July – December 2010

NEWSPAPER COVERAGE IN KENTUCKY

18

PUBLICATIONS AND ADVERTISEMENTS

Publications (artwork and printed materials)

• Development/Alumni Printed Materials -7
• Printed materials produced for university events – 34
• Communication pieces - 41
• o Hoofbeats - 2
• o Onward and Upward - 2
• o Strategic Plan Two-Year Status Report – 1
• o President's Report to the Board - 1
• o Program/Departmental Newsletters & Brochures – 35
• Marketing pieces produced – 104
• Designs for general university operations – 22
• Business cards produced – 81

Land Grant, community and campus community projects and events (supported by design work and support materials) – 28

Developed and distributed 37 press releases to the media.

Billboard displays – 18 in Frankfort, Ky.; Airport Display (Louisville) - 1

ELECTRONIC COMMUNICATIONS

Electronic message board postings – 131 messages:

119 KSU messages

12 community messages

Web homepage postings – 95 news/announcements/photo galleries

19

KENTUCKY STATE UNIVERSITY Regular Meeting of the Audit Committee Board of Regents 12:00 p.m., January 28, 2011 Board Room, Academic Service Building Frankfort, KY

INDEX

Committee Agenda E1 Minutes, October 22, 2010, Meeting E2 Internal Auditor's Report (Dr. Ralph Kimbrough) E3 Audit Plan for 2010-2011 (Dr. Ralph Kimbrough) 3 4-6 7-8 9-10

2

KENTUCKY STATE UNIVERSITY Regular Meeting of the Audit Committee Board of Regents 12:00 p.m., January 28, 2011 Board Room, Academic Service Building Frankfort, KY

AGENDA

1. Call to Order
2. II.Remarks from Audit Committee Chair Regent Mindy Barfield
3. Ill. Committee Agenda
4. Regent Mindy Barfield
5. IV.Approval of Minutes, October 22, 2010 Meeting
6. V.Internal Auditor's Report
7. VI.Revised Audit Plan
8. Dr. Ralph Kimbrough
9. VII.Adjournment

3

E1

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

Background:

The minutes of the Audit Committee meeting of October 22, 2010, require approval in order to become an official part of the committee records.

Recommendation:

The Audit Committee approve the minutes of the October 22, 2010, meeting.

4

1. Call to Order

Board of Regents Audit Committee 12:24 pm, October 22, 2010 Frankfort, Kentucky

MINUTES

Regent Bearden called the meeting of the Kentucky State University Board of Regents Audit Committee to order at 12:24 pm on October 22, 2010.

II. Roll Call

Regent Barfield-No Regent-Bearden-Present (Acting Chair) Regent-Reddy-Present Regent-Williams-Present Dr. Ralph Kimbrough-By phone (Recovering from surgery) Quorum Established: Yes

III. Opening Remarks

Regent Bearden presented the minutes of the July 23, 2010 Audit Committee meeting.

IV. Approval of Minutes

Action: Motion to approve the minutes from the July 23, 2010 Audit Committee meeting was made by Regent Reddy and seconded by Regent Williams. The motion passed.

V. Internal Auditor's Report

The internal auditor's report was given by Dr. Sias. Dr. Sias deferred to Ms. Napier to discuss internal audit's recommendations regarding the purchasing card. Ms. Katherine Napier discussed the adoption of a purchasing card that was recommended by Dr. Kimbrough. Currently, the purchasing card program is being tested in a pilot program. Purchasing card purchases are checked daily. If successful, the purchasing card should eliminate petty cash and cash advances for travelers. There will be limits on the basic use of the card.

Dr. Sias discussed the audit findings regarding student residency. She stated that the University needs to make sure that student tuition is

5

calculated accurately and that residency changes are accurately reflected in the University's records and student tuition.

Dr. Sias then discussed some of the repeat findings that Dr. Kimbrough had found during his follow-up audit of year-end findings. In addition to this review of repeat findings, Dr. Kimbrough will audit auxiliary contracts, vending, and NCAA compliance. One new audit is being planned for the Bursar's Office. Finally, the internal auditor will review scholarship assistance and how to create more jobs.

The Audit Committee voted to approve the revised audit plan at 12:36 pm.

Dr. Sias then deferred to Regent Bearden as to whether she wanted to discuss any other issues. Regent Bearden stated that she did not have any other issues. A motion was then made to adjourn.

VII. Adjournment

Action: Motion to adjourn by Regent Douglas and seconded by Regent Bearden

Meeting was adjourned at 12:38 pm

Submitted by:

Approved by:

Dr. Ralph Kimbrough Director of Internal Audit Kentucky State University

___ Approved with no corrections ___ Approved with corrections

Regent Mindy Barfield, Chair Internal Audit Committee Board of Regents

6

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

E2

Background:

A summary of Internal Audit's Activities, Audits/Reviews, and Continuing Education for the period of October 1, 2010 through December 31, 2010 is presented for informational purposes.

Recommendation:

None.

7

KENTUCKY STATE UNIVERSITY Internal Audit Activities, Audits/Reviews, & Continuing Education October 1, 2010 through December 31, 2010

During this period, Internal Audit participated in several activities, which included the following.

Activities

As a result of recovering from surgery, the internal audit function was dormant for one month. The Internal Auditor completed one audit and issued a draft report for another audit. The audit of Bursar's Office regarding tuition and fees was completed during this time and a final report was issued on December 14th. In summary, the findings of this report regarded a need to include a nursing student liability fee in the University catalog and a need to provide more accurate fee descriptions. In addition to these findings, the internal auditor recommended that the rules governing the drop/add policy should be in writing and updated in a timely manner. Finally, the internal auditor recommended that additional information regarding course fee usage by the university should also be included in KSU's catalog. There is a misconception that course fees are used only for the specific course when in reality they are used for general instruction. After completing the audit of tuition and fees, the Internal Auditor initiated a follow-up audit of the findings as stated in Crowe Horwath's A-133 audit report. As a result of some preliminary findings, a draft report was issued and plans were made for continuing the audit in January 2011. Included in this draft report are some repeat findings regarding the timely reporting of graduating students to the National Clearing House's data base and the accurate recording of withdrawal dates in the university's student information system. This audit should be completed by January 31, 2011 with the issuance of the final report.

Continuing Education

Dr. Kimbrough organized and attended three meetings of the Central Kentucky Chapter of the Institute of Internal Auditors (CKIIA). The topics of these meetings included, Internal Auditing: doing more with less, Audit Collaboration: partnering with management, and Strategic Risk Management. Dr. Kimbrough organizes these meetings and attends these meetings at no cost to KSU. However one of the benefits is that he earns continuing education credits (CPEs). Dr. Kimbrough is also planning on taking the professional exam for Certification in Control Self-Assessment (CCSA).

Recommended Changes Processing and Audit Plan

The Internal Auditor has made several recommendations to improve the operations of the university. The Audit Plan that follows is for the Audit Committee's information purposes.

8

E3

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND

Background:

The Revised (since October 22, 2010) Internal Audit Plan is shown for informational purposes only.

Recommendation:

None

9

KENTUCKY STATE UNIVERSITY Audit Committee

Audit Plan for 2010-2011

Audit Focus

• Audit of Facilities
• Payroll Audit
• Audit of payroll changes and faculty and staff overloads.
• TRIO Program recordkeeping of participant expenditures for events and meals.
• Audit of library receipts
• Audit of manually entered student fees for accuracy and appropriateness.
• Follow-up audit of A-133 findings for the 2010-2011 audit.
• Audit of long distance telephone charges and phone usage for university communications.
• Review of Xerox contract and other contracts with outside vendors.
• Purchasing card audit.
• NCAA Audit
• Audit of Bursar/tuition (newly added to audit plan dated July 23, 2010)

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