University
Advancement
and Public
Affairs
University Advancement & Public Affairs
The mission of the Division of University Advancement and Public
Affairs is to acquire and cultivate relationships with alumni, faculty,
staff, parents, and friends of the university to help support the
educational mission of Midwestern State University and to promote
and market the university.
The division is comprised of the following offices:
• Vice President for University Advancement and Public Affairs
• Alumni Relations
• University Development
• Donor Services and Scholarships
• Marketing and Public Information
• University Webmaster
• Print Shop
University Advancement & Public Affairs
The primary role of the Office of the Vice President for University
Advancement and Public Affairs is to generate resources for the
university and to market and promote Midwestern State University.
In the past 11 years, under Dr. Rogers’ tenure, the university has
raised in excess of $80 million. These dollars have resulted in
capital projects, including the Dillard and McCoy facilities, and have
dramatically expanded the university’s scholarship base.
University Advancement & Public Affairs
In recent years, we have
extended our outreach to
include the City of Wichita
Falls 4B Board. Last year
we secured $350,000 for
softball and soccer lighting.
We are currently working
with the 4B Board in a
$500,000 matching
partnership to assist the
university in developing a baseball program.
University Advancement works with the students, faculty, staff,
alumni, local, and regional communities and on a state and multistate basis to penetrate monies and promote and enhance MSU.
University Advancement Funding
University Advancement
24000 4000
$296,421
• Salary, fringe benefits, and longevity for three (3) full-time
employees
• Travel
• Maintenance and operations
Univ Adv Reserve
• Travel
• Promotional items
• Advertising
24002 4000
$31,825
MSU Foundation
$35,000
Expenses related to:
• Travel
• Supplements for advertising, promotions, advancement
University Advancement and Public Affairs
University Advancement & Public Affairs
Both the MSU Foundation and the MSU Charitable Trust were
established for the purpose of receiving, holding, investing, and
dispensing the proceeds of gifts made for the benefit of Midwestern
State University. They assure donors that their gifts will be
maintained and distributed in compliance with their individual wishes.
University Advancement and Public Affairs
What is the MSU Charitable Trust?
Midwestern State University Charitable Trust was chartered as a
charitable trust by the state of Texas on March 21, 1989. The trust is
separate from the university. However, the MSU Charitable Trust is
governed by the university in that the supervision and control of the
organization’s Board of Trustees rests in the Board of Regents of the
university.
Holdings as of August 31, 2012
$24,012,995
University Advancement and Public Affairs
MSU Charitable Trust Distributions
Bridwell Trust
Edwards Scholarship Trust
Daniel Trust
Fain Fine Arts Trust
Wood Health Science Scholarship Trust
Perkins-Prothro Liberal Arts Trust
Prothro Business Administration Scholarship Trust
Prothro Distinguished Professor of Geological Science
Minnie Rhea Wood Trust
WF Museum of Art at MSU
Dillard College of Business Administration
Lalani Center
Roy Smith Memorial Scholarships
Harvey Art
O’Donnell Visiting Artist Program
$ 9,241
$ 36,720
$161,698
$ 86,621
$ 29,353
$558,488
$ 20,143
$ 9,219
$ 32,868
$ 62,799
$157,803
$ 11,748
$ 4,685
$ 40,893
$ 8,000
Total MSU Charitable Trust Budget for 2012-13
$730,279
University Advancement and Public Affairs
What is the MSU Foundation, Inc.?
Midwestern State University Foundation, Inc. was chartered as an
independent, tax-exempt foundation by the State of Texas on February 23,
1960. It is an incorporated, nonprofit organization developed solely for the
benefit of Midwestern State University.
Holdings as of August 31, 2012
$15,200,375
University Advancement and Public Affairs
MSU Foundation, Inc. Distributions
Category I: President’s Office (University Activities)
Category II: Staff Development
Category III: Public Information & Marketing
Category IV: University Advancement
Category V: Alumni
Category VI: Scholarships
Category VII: Enrollment Management Services
Category VIII: Other Projects
Category VIX: Rodriguez Fund
$ 88,466
$ 1,000
$120,000
$ 50,000
$ 12,500
$342,624
$ 77,170
$158,237
$ 6,250
Total MSU Charitable Trust Budget for 2012-13
$856,247
University Advancement and Public Affairs
Endowments
Total of Midwestern State University held endowments
as of March 2, 2013:
$6,546,692
University Advancement and Public Affairs
University
Development
University Advancement and Public Affairs
Office of University Development
The Office of University Development is designed to generate an
increasing donor base that will provide a steady and consistent
source of income for Midwestern State University. In order to
accomplish this goal, the office has developed the MSU Annual
Fund to solicit private contributions from a variety of sources.
Annual Fund
• Alumni Giving
• Faculty and Staff Giving
• Student Giving
• Parent Fund
• Corporate Giving
• Friend and Former Student Giving
University Advancement and Public Affairs
Annual Fund
The Annual Fund provides a source of unrestricted support to
Midwestern State University. Support and awareness for the
university is raised through a number of avenues including:
• Direct mail pieces
• Email communications
• Phonathon
• Promotional giveaways
Funds generated through the Annual Fund promote academic
excellence through:
• Scholarships
• Faculty development
• Facility improvements
• Student research opportunities
• Up-to-date equipment and software
University Advancement and Public Affairs
Phonathon
The MSU Phonathon is a student
telephone program that operates
during each academic semester as
a resource to the Annual Fund.
Students contact alumni, parents,
and friends to:
• Build and maintain relationships with all constituents
• Cultivate and reactivate donors
• Acknowledge the generosity of donors and the impact
of their gifts
• Maximize the opportunities and convenience for alumni,
faculty and staff, friends, and parents to support any area
at MSU
• Verify and update information to ensure delivery of
Sunwatcher Magazine and other notices
• Share news and updates about MSU
University Advancement and Public Affairs
Annual Fund Goal
for 2012-2013
Goal
YTD cash
Pledges
Total
$300,000
$234,300 (78% of goal)
$ 62,429
$296,729 (99% of goal)
Right Now:
The Annual Fund has received 2,204
gifts from 1,456 donors.
University Advancement and Public Affairs
University Development Funding
Annual Fund Operations
24104 4100 22
$327,536
• Salary, fringe benefits, and longevity for four (4) full-time
employees
• Student wages for one (1) part-time student worker
• Communication pieces (Direct mail and email)
• Promotional items
• Travel
• Maintenance and operations
Annual Fund Phonathon
24100 4100 22
• One (1) part-time student supervisor
• Fifteen (15) part-time student callers
$36,939
Corporate Giving
Corporate mail pieces
$1,000
24101 4100 22
University Advancement and Public Affairs
University Development Funding
Student Giving
24102 4100 22
Expenses related to marketing/promoting “giving back”
to MSU at special events
$1,000
Parent Giving
24103 4100 22
Expenses related to:
• Spirit Days Parent Reception
• Signage and print materials
$2,500
Donor Data and Research
24105 4100 22
• Maintenance and operations
• Software
• Travel
$5,706
University Advancement and Public Affairs
University Development Outcomes
When compared to other universities with larger field staff, MSU
generates as much or more in private donations. The field staff at
MSU consists of the Vice President for University Advancement and
the Director of University Development.
Institution
Field Staff
(Development Only)
MSU 2011-2012
West Texas A&M
Texas A&M-Commerce
Tarleton State
2
6
7
6
Dollars Raised
$13.5 million
$4.7 million
$1.8 million
$1.5 million
Source: Voluntary Support of Education (VSE) 2011 Report
University Advancement and Public Affairs
Donor Services
and Scholarships
University Advancement and Public Affairs
Donor Services and Scholarships
The Office of Donor Services and
Scholarships serves as a liaison
between the university and its
donors and administers the
university’s scholarship program.
Duties and responsibilities include:
• Managing, budgeting, and
performing extensive record
keeping of 275 scholarships
and accounts
• Processing more than 3,000
scholarship awards totaling
$3 million annually, including
approximately 700 outside
scholarships totaling in
excess of $775,000 University Advancement and Public Affairs
Donor Services and Scholarships
• Overseeing all scholarship endowments held by MSU,
the MSU Foundation, and the MSU Charitable Trust
• Providing annual reporting to donors of endowed funds
and other scholarship funds
• Establishing new endowments
• Managing donor relations and stewardship efforts, including
the scholarship thank-you letter writing program and
composing the Honors Recognition Dinner program and
coordinating the donor reception
The Office of Donor Services and Scholarships works with all
colleges, departments, and service areas regarding donations
and scholarship awards, as well as researching donor and gift
history information for donors and the campus community and
arranging funding and distribution of special needs
scholarships.
University Advancement and Public Affairs
Donor Services & Scholarship Funding
Donor Services & Projects
11000 14300 $57,878
Salary, fringe benefits, and longevity for one (1) full-time employee
Donor Services & Special Projects
24306 4300 22 $12,693
• One (1) temporary, part-time employee
• One (1) student assistant
• Maintenance and operations
Institutional Advancement
• Copier rental
• Conference fees
• Travel
24302 4300 22
$4,418
University Advancement and Public Affairs
Donor Services & Scholarship Funding
MSU Foundation
$15,000
Expenses related to donor services and institutional advancement
efforts including the following:
• Travel, workshop, and conference expenses
• Sunwatcher Magazine excess expenses
• Billboards and ads in DFW movie theaters
• Alumni events/efforts
• Donor and alumni gifts
University Advancement and Public Affairs
Donor Services and Scholarships
The elimination of one (1) full-time professional position in
September 2010 greatly affected our ability to expand donor and
scholarship programs. While the addition of a temporary, half-time
employee and a student assistant has helped with the clerical
workload, the Office of Donor Services and Scholarships is
inadequately professionally staffed to initiate more programs or
expand existing programs to reach and engage our constituents.
University Advancement and Public Affairs
Alumni Relations
University Advancement and Public Affairs
Alumni Relations
The Office of Alumni Relations
is the liaison between the
university and more than
32,000 alumni living across
the United States and the world.
Responsibilities include:
• Developing and
coordinating of all alumni activities
• Homecoming events (fish fry, recognizing outstanding
alumni, tailgates, 50-year and affinity reunions)
• Social events throughout Texas (Cowboys Stadium,
The Woodlands, Kemah, Fort Worth, Dallas, Allen)
Note: Events are planned this spring in Vernon, Seymour,
Graham, Bowie, and Austin.
University Advancement and Public Affairs
Alumni Relations
• Contributing alumni information for Sunwatcher Magazine
• Where they are now (including babies and weddings)
• Memorials
• Distributing the monthly MSU Connection (newsletter),
birthday greetings, plus any additional special event or
athletic announcements, via email to 29,000 constituents
• Overseeing the MSU Alumni Association 16-member Board
of Directors and more than 3,200 annual members
• Working to unite alumni and students as one through on- and
off-campus events
University Advancement and Public Affairs
Alumni Relations Funding
Alumni Relations
24500 4500 20
$145,608
• Salary, fringe benefits, and longevity for two (2) full-time
employees
• Two (2) student assistants
• Alumni events
• Travel
• Maintenance and operations
Alumni Association
90017 9000 90
Self-supporting
MSU Foundation
$12,500
Expenses related to alumni relations efforts including the following:
• Travel, workshop, and conference expenses
• Homecoming
University Advancement and Public Affairs
Marketing and
Public Information
University Advancement and Public Affairs
Marketing and Public Information
The Office of Marketing and Public Information provides university
information to the public and campus community and markets the
university to a variety of audiences to promote awareness, pride,
and support.
Responsibilities include:
• Producing Sunwatcher Magazine twice a year
• Releasing all university news and information to the media,
including honor roll and graduation lists
• Coordinating media interviews with faculty and staff
• Producing the weekly newsletter, The Update
• Processing open records requests
• Editing and distributing Postmaster requests
• Producing brochures, postcards, and promotional materials
for various departments on campus
University Advancement and Public Affairs
Marketing and Public Information
• Developing and implementing an annual
advertising campaign
• Maintaining a variety of promotional items
for giveaways, door prizes
• Supervising the Webmaster’s Office
• Overseeing the University Print Shop
University Advancement and Public Affairs
Marketing & Public Information Funding
Public Information
11000 14200 22 $106,726
Salary, fringe benefits, and longevity for two (2) full-time employees
Public Information
24200 4200 22
$29,905
• Salary and fringe benefits for one (1) half-time employee
• One (1) student assistant (vacant)
• Travel
• Maintenance and operations
Marketing
24204 4200 22
Expenses related to advertising including:
• Outdoor billboards
• Newspaper/magazine advertising
• Community and high school advertising
• Design/Photography
• Specialty advertising
• Promotional materials
$109,800
University Advancement and Public Affairs
Marketing & Public Information Funding
MSU Foundation (Advertising/Graphics/Travel)
Expenses related to advertising including:
• Outdoor billboards
• Newspaper/magazine advertising
• Community advertising
• High school advertising
• Design/Photography
• Specialty advertising
• Promotional materials
$85,000
MSU Foundation (Sunwatcher)
$35,000
Expenses related to the consultation, conception, design, and
production of Sunwatcher Magazine
University Advancement and Public Affairs
Marketing & Public Information Funding
The budgets for marketing have been reduced by as much as
$40,000 over the past three years. Therefore, it has been necessary
to request supplements from within the division and Office of the
President to maintain our current level of marketing and production
of Sunwatcher Magazine.
University Advancement and Public Affairs
Marketing & Public Information Funding
If we are to grow our enrollment, much of that effort will be directly
linked to our marketing efforts. In discussions with Nowell-Levitz
consultant Michael White, he emphasized the need to “own our
area.” In addition our billboard campaign in the DFW area now has
more emphasis as it relates to a direct-marketing campaign with the
Office of Admissions. In order to capitalize on the two areas, it is
estimated that an additional $50,000 would be needed to add two
local/regional billboards and two-three billboards in the DFW area.
University Advancement and Public Affairs
Marketing & Public Information Funding
Moving forward the university will need to capture life on the
campus through visual elements – video and photography. Videos
and photographs will be used to enhance the university website,
social media platforms, promotional videos used throughout
campus, and in advertising opportunities for special events. An
estimated $25,000 is needed to produce these visual elements.
University Advancement and Public Affairs
University Webmaster
The University Webmaster serves as the central coordinator for all
areas of the Midwestern State University website. The staff works
closely with technical staff and coordinates the work of
administrators, faculty, and students in developing and maintaining
consistent quality of the university’s web presence.
Responsibilities include:
• Developing integrated marketing strategies in consultation
with administrative sitemasters
• Creating and maintaining custom databases that allow MSU
personnel to manage content
• Creating and implementing marketing and promotional
projects
• Researching and implementing web applications
• Training for faculty, staff, and students
• Providing support for student organizations
University Advancement and Public Affairs
University Webmaster Funding
Webmaster
24201 4200 22
$123,111
• Salary, fringe benefits, and longevity for two (2) full-time
employees
• One (1) student assistant
• Maintenance and operations
Note: The Board of Regents approved the purchase of a new
content management system last summer for the university website.
The new software and hardware requirement cost $25,000 that was
taken from the Technology Fee account.
The maintenance and operation budget for the office only consists
of $941 for the fiscal year.
University Advancement and Public Affairs
University Webmaster Funding
The university website is a vital component to reaching our target
audience. In order to keep up with the demands of today’s students
and from falling behind in technology, additional funding will be
necessary to provide for software and hardware support, and
training and travel opportunities.
University Advancement and Public Affairs
University Print Shop
The University Print Shop supports the overall goals of the
university by promoting and enhancing the institutional image
through quality printing while integrating new technology to maintain
a strong commitment to serving its customer base.
Services provided include:
• Printing, variable data, laminating, numbering, shredding,
binding, hole drilling, gluing, mounting, scoring, stitching,
and perforating
• Desktop publishing, design, and layout support for the
campus community
• Authorized printer for business cards, letterhead,
and campus forms
• Printing for registered student organizations
• Thesis printing
University Advancement and Public Affairs
University Print Shop Revenue
Revenue generated through the University Print Shop has been
instrumental in funding numerous departments and initiatives on
campus for the past 10 years.
Projected Budget for FY13
$256,840
Revenue YTD (February)
Projected Balance
$129,970
$126,870
Note: Last year the Print Shop fell short of its revenue budget by
$6,215. During this time, the Office of Purchasing assumed control
of ordering copy paper for use in university departments. This
created a reduction in revenue but was not reflected or amended
in the Print Shop’s budget. The Print Shop generated about $6,000
from the sale of copy paper.
University Advancement and Public Affairs
University Print Shop Funding
Print Shop and Supply
24202 4200 22
$256,808
• Salary, fringe benefits, and longevity for three (3) full-time
employees
• One (1) student assistant
• Maintenance and operations
Note: Despite the shortfall in revenue last year, the Print Shop was
able to reduce expenses to provide a surplus of almost $9,000 for
the university.
University Advancement and Public Affairs