MANDATE DESCRIPTION
FOR 2006-2007 BUDGET (March 2006 process)
Office of: Academic Affairs
Proposal Title: ADA Accommodations &
Department: ADA (OAA Admin)
Technology Support
Total PBA cost: $ 96, 000
Cash cost: $
Priority #:1
Describe the mandate. Is funding needed to provide a new service, or to maintain or expand an
existing service? What agency or other body is mandating this service?
The Workplace Accommodation Fund needs to be replenished and should be annualized. I also
recommend that we move from a 50% match from departments to full central funding. This is
congruent with best practices in state employment recommendations from the EEOC; would
address cold climate issues and would address an issue of equity in determining which budgetary
level (section, department, college, …) provides the match. An alternative would be to mandate
that each major budgetary unit (Dean/Vice Presidential level) establish a matching fund. Based
on current data the fully funded cost of employee accommodations for the next fiscal year is
estimated between $78,000 and $96,000.
Technology Support
There is a recommendation for a position to be created within OIT that would serve as a support
person and resource for Assistive Technology (policy and implementation) I support both the
creation of the position and its placement within OIT. The need for this position is rooted in
increasing dependence on technologies from paperless payroll and grading to Carmen and the
need to assure access to the technology for those using assistive technologies. The position
would be banded by OIT.
Explain how the resources requested will address the mandated service(s).
The ADA Title 1, Section 504 and Section 503 of the Rehabilitation Act mandate reasonable
accommodations in employment. This fund has been funding 50% of those costs. The cost
sharing has motivated concerns about what does not get funded at the departmental level and
may be a disincentive to hiring or becoming a full member of the local department. Additionally
The EEOC recently released a report on best practices in state employment suggesting central or
aggregated funding sources. Section 503 of the Rehabilitation Act has an affirmative action
component the focuses on recruitment practices. Preliminary data collected this year suggest
that disabilities are underrepresented or under identified by a factor of 1.5% in A&P; 3% in
Faculty, and 10% in Civil Service categories. Separating accommodation funding from the
immediate work unit is a proven strategy to reduce disincentives for both hiring and self
identification.
What internal resources has your department reallocated to address the issue?
We have fronted the costs of accommodations to assure they are appropriate and successful
before seeking to recover the 50% match but without a change in funding the match is necessary
to meet the current level of demand.
List other offices on campus that provide similar or related services. How will your department
collaborate with these offices to prevent duplication of effort?
In the past departments have been asked to pay 50% of the costs for accommodations. This has
created climate issues; there are not established departmental budget lines due to the difficulty
of predicting expenses on the departmental scale. Nor are there lines and clearly delineated
processes at the College/Division level. Aggregated funding (preferably central) is a
recommendation in from the EEOC. While I am proposing we end the cost sharing for formal
accommodations we will continue to collaborate with departments on modifications to policy,
practice and procedure. Additionally m my office is establishing stronger collaborations with
OIT to cover the support of assistive technology and continues to work with outside agencies
(vocational rehabilitation and NIH diversity Incentives) to supplement funding.
Total Cost of Mandate
Description
Cost
*Benefits at X%
Admin.& Prof.
Assistive
Technology
Staff (OIT
costing)
Total
PBA
One-Time
Cash
32.2%
Classified
39.6%
Grad Associate
10.4%
Student Wages
1.5%
Operating
$96,000
Equipment
Total
$96,000
*Composite rates are conservative estimates for planning purposes only; actual rates
will be available at a later date.
MANDATE DESCRIPTION
FOR 2006-2007 BUDGET (March 2006 process)
Office of Enrollment Services and Undergraduate Education
Department: Office of the University
Proposal Title: Compliance with House Bill 95 –
Registrar
Transfer Articulation
Total PBA cost: $ 39,660
Cash cost: $
Priority #: 2
Describe the mandate. Is funding needed to provide a new service, or to maintain or expand an existing
service? What agency or other body is mandating this service?
H.B. 95 mandated that the Board of Regents develop guidelines for all state institutions to allow for the
easy transfer (and acceptance) of credit between schools. This involves creation of a centralized
clearinghouse (“hub”) that allows for credit exchange of a specific set of courses. Individual institutions
will need to adapt to a universal course equivalency system, which will provide the foundation for a
supplemental transcript of Transfer Articulation Guides (TAG’s). The Registrar’s Office will play a
significant role in both complying with the new regulations and developing processes that allow courses
to easily transfer. Additionally, we will play a role in educating departments and colleges on the new
requirements.
Explain how the resources requested will address the mandated service(s).
The resources will support the addition of one FTE Program Assistant role in the Office of the University
Registrar. This role will specialize in creating, then maintaining, the support systems needed for Ohio
State to comply, including education, systematic changes and processing changes.
What internal resources has your department reallocated to address the issue?
In addition to the new staff position, we will redeploy portions of existing staff time to assist in the
project. This mandate will change the way that we deliver services in our Transfer Credit Center and all
of the staff in that area will be involved in implementing the changes.
Additionally, we will support the equipment, training and supplies/services needs for this new staff
position and for the project overall.
List other offices on campus that provide similar or related services. How will your department
collaborate with these offices to prevent duplication of effort?
While this touches every academic department and this new role will benefit the entire campus, OUR is
responsible for coordinating and processing the evaluation of transfer credit for incoming undergraduate
students. Toward this goal, OUR works extensively with departments, colleges, other institutions, and
UAFYE.
Description
Total Cost
Cost
*Benefits at X%
Total PBA
Admin.& Prof.
Program Asst
$30,000
9,660
32.2% $39,660
Classified
39.6%
Grad Associate
10.4%
Student Wages
1.5%
Operating
Equipment
Total
$39,660
*Composite rates are conservative estimates for planning purposes only; actual rates will be
available at a later date.
One-Time
Cash
MANDATE DESCRIPTION
FOR 2006-2007 BUDGET (March 2006 process)
Office of:
Department: Office of Minority
Proposal Title: Increase Recruitment Staff for
Affairs
FFP
Total PBA cost: $42,965.00
Cash cost: $
Priority #: 3
Describe the mandate. Is funding needed to provide a new service, or to maintain or expand an
existing service? What agency or other body is mandating this service?
Increase support for the revised, now more heavily labor-intensive selection process for
admitting students to the Freshman Foundation Program (FFP). We have already increased staff
to serve the added work required in the Morrill Scholars Program (MSP) by revisions subsequent
to the Michigan decisions, and now seek to fund changes also required by the Michigan cases in
FFP. The Office of Legal Affairs advises us that these additional revisions are needed.
Annual rate Request: $41,000 for one full-time professional ($32,500 in salary plus
benefits).
Explain how the resources requested will address the mandated service(s).
We are at risk of failing to meet legal requirements in the post-Michigan environment.
What internal resources has your department reallocated to address the issue?
None
List other offices on campus that provide similar or related services. How will your department
collaborate with these offices to prevent duplication of effort?
We work closely with the Office of Student Financial Aid and Undergraduate Admissions.
Total Cost of Mandate
Description
Cost
*Benefits at X%
Total
PBA
One-Time
Cash
$32,500.00
10,465.00 32.2% 42,965.00
Admin.& Prof. 1 Full Time
Classified
39.6%
Grad Associate
10.4%
Student Wages
1.5%
Operating
Equipment
Total
*Composite rates are conservative estimates for planning purposes only; actual rates
will be available at a later date.
MANDATE DESCRIPTION
FOR 2006-2007 BUDGET (March 2006 process)
Office of Enrollment Services and Undergraduate Education
Department: Office of Student Financial
Proposal Title: Increased Verification Percentage
Aid
Total PBA cost: $ 39,088
Cash cost: $ 5,000
Priority #: 4
Describe the mandate. Is funding needed to provide a new service, or to maintain or expand an existing
service? What agency or other body is mandating this service?
Being a Quality Assurance (QA) Institution, the percentage of students required to have their financial aid
application data verified is determined using the Department of Education’s QA Analysis Tool. The
outcome of this year’s analysis requires us to increase the number of students verified by 25%.
Explain how the resources requested will address the mandated service(s).
2 FTE will be required to meet this increased volume and maintain processing standards.
What internal resources has your department reallocated to address the issue?
4 staff members assigned to other duties will be trained on verification policies and procedures and will
spend 25% of their time each on verification. This is being done to not only address the increased
volume, but to provide professional development for the 4 staff members.
List other offices on campus that provide similar or related services. How will your department
collaborate with these offices to prevent duplication of effort?
No other office is responsible for the verification of financial aid application data.
Description
Admin.& Prof.
Classified
1 FTE,
Information
Associate
Total Cost
Cost
*Benefits at X%
$28,000
$11,088
32.2%
39.6%
Total PBA
$39,088
Grad Associate
10.4%
Student Wages
1.5%
Operating
Equipment
Total
$39,088
*Composite rates are conservative estimates for planning purposes only; actual rates will be
available at a later date.
One-Time
Cash
MANDATE DESCRIPTION
FOR 2006-2007 BUDGET (March 2006 process)
Office of: Office of Human Resources
Proposal Title: Ohio Dept. of Health
Department: Child Care Center
Requirements
Total PBA cost:
Cash cost: $40,000
Priority #: 5
Describe the mandate. Is funding needed to provide a new service, or to maintain or expand an
existing service? What agency or other body is mandating this service?
Today, the Child Care Center is an essential element in the work and school lives of
approximately 500 student, staff and faculty families. Given an estimated new enrollment each
year of 200 families, the program will directly impact at least 4,300 families over the next 20
years. The indirect impact on the work life of these students, staff and faculty has been measured
in research and demonstrates increased productivity and satisfaction, and decreased absenteeism.
The Child Care Center is facing a year with expected and unexpected cost increases at the same
time accreditation standards are requiring smaller group sizes which equates to a reduction in
revenue. In addition to ongoing costs such as the estimated annual salary and benefits increase
($185,000), an increase in utility costs ($13,000), and the loss of tuition due to lower group sizes
required for nationally accredited programs ($120,000), there is the one-time cost of $40,000 to
meet the Health Department requirements for the use of commercial kitchen equipment. These
result in a need for an additional $358,000 income for the FY 07 budget.
Explain how the resources requested will address the mandated service(s).
The funding requested will be used to purchase commercial grade dishwashers for both Child
Care Center locations so that the kitchens will pass Health Department inspections.
What internal resources has your department reallocated to address the issue?
Currently, the estimated tuition income for FY06 is $2.8 million. Beginning in FY07, tuition
increases are scheduled to become effective on a calendar year to match the benefits year and not
precede annual salary increases in October. This new timeline increases tuition for only 6
months of FY07, therefore the increase would need to be over 25%. Receiving the one-time
$40,000 budget request would enable the Child Care Center to implement a more reasonable
tuition increase for families for FY 07.
List other offices on campus that provide similar or related services. How will your department
collaborate with these offices to prevent duplication of effort?
There is no duplication of effort.
Total Cost of Mandate
Description
Admin.& Prof.
Classified
Grad Associate
Student Wages
Operating
Equipment
Cost
*Benefits at X%
Total
PBA
One-Time
Cash
32.2%
39.6%
10.4%
1.5%
Commercial
grade kitchen
$40,000
$40,000
Total
$40,000
$40,000
*Composite rates are conservative estimates for planning purposes only; actual rates
will be available at a later date.
MANDATE DESCRIPTION
FOR 2006-2007 BUDGET (March 2006 process)
Office of: Office of Human Resources
Department: OHR
Proposal Title: Postage Rate Increase
Total PBA cost: $ 3,000
Cash cost: $
Priority #: 6
Describe the mandate. Is funding needed to provide a new service, or to maintain or expand an
existing service? What agency or other body is mandating this service?
FY07 will be a year of many financial challenges for the Office of Human Resources. Some
of the factors contributing to these challenges are the anticipated and unanticipated costs of the
move to Gateway, the internal reorganization to create a new consulting services model (a move
to upgrade our talent and our customer effectiveness with no new funding), new accreditation
standards for the Child Care Center, a significant increase in utility costs for the Child Care
Center, the requirement to contribute to the SIS project, the lack of central funding commitment
for our leadership development programs (for which our cash is running out) and the usual need
to reallocate funds for staff raises. The combination of all of the above is enough to hammer the
budget of an office like ours, where the university at large continues to expect new services and
projects. Thus, when an additional item “piles on”, like increased postage, we have no pockets
in which to search. The USPS raised postage rates January 2006. We are requesting funds to
cover the additional costs of the increase.
Explain how the resources requested will address the mandated service(s).
The requested funding will cover the estimate increase in postage costs for FY07 due to the
USPS rate increase.
What internal resources has your department reallocated to address the issue?
OHR is requesting $3,000 for increased USPS rates. This seems like an insignificant amount,
and most years it would be, however, with the multiple financial challenges OHR is facing even
this amount makes a difference. Past fiscal year redirections for part of the annual salary and
benefits increases have already caused us to eliminate positions. Supply, training, professional
development, and travel budgets are already at a bare minimum. Receiving the $3,000 for
postage would allow us to maintain funds for training and professional development that are
much needed for staff going into the new consulting model.
List other offices on campus that provide similar or related services. How will your department
collaborate with these offices to prevent duplication of effort?
There is no duplication of effort.
Total Cost of Mandate
Description
Cost
*Benefits at X%
Total
PBA
One-Time
Cash
Admin.& Prof.
32.2%
Classified
39.6%
Grad Associate
10.4%
Student Wages
1.5%
Operating
Postage
$3,000
$3,000
Equipment
Total
$3,000
$3,000
*Composite rates are conservative estimates for planning purposes only; actual rates will
be available at a later date.