University Budget Committee Campus Budget Forum February 25, 12:00‐1:30, Clarke Grand Salon Division of Student Affairs Talking points for UBC presentation o Review org chart, including dotted line orgs o Our budgetary challenge over the past several years has been figuring out how to address an ever increasing student need for services in light of our structural deficit and succeeding waves of budget cuts o The Student Affairs structural deficit stems from the fact that some functional areas launched ‘way back in the early years of the university were developed without permanent funding o In the previous three years, Student Affairs added 12 permanent positions to the general fund budget. o Most of these secured permanent funding through the strategic growth funds process, o 7 of these provided permanent funds for long‐term positions on fiscal support o 5 were truly new and added capacity to serve a growing student body o However, over the same time frame, 12.5 permanent positions were eliminated in budget cuts o ’07‐08 was a particularly active year, organizationally o Created new Testing Office o Clarke/USU now reporting to Student Affairs (from FAS) o We opened Cougar Central; Student Financial Services moved into Enrollment Management Services, and then later moved back to FAS University Budget Committee Campus Budget Forum February 25, 12:00‐1:30, Clarke Grand Salon Division of Student Affairs o ’08‐09 was the year that the university began to move proactively into budget reductions o 9.7 positions eliminated or moved to fees (.70) o Eliminated out‐of‐state travel funds across the division o Testing Office closed o We began scrutinizing vacant positions very carefully, cut out most in‐state travel and professional development o In ’09‐10 –the current year ‐‐ we engaged in a great deal of belt tightening and re‐engineering o The loss of $239,918 in fiscal funds led to significant divisional restructuring ‐‐ reduced service levels in Admissions & Recruitment, EMS Operations/Registrar, Career Center, Undergraduate Advising Services, Student Life and Leadership, and loss of 2 staff in A&R Outreach Services (impact on future student diversity) o We shifted the SHCS director salary to health services fee, resulting in service decrements such as increased wait time for medical appointments, reduction in psychiatry services o Loss of fiscal reserve funds means such things as reduction in EOP Summer Bridge programming (potential impact on retention), reduction in Student Ambassadors (student assistants who lead campus tours), cancellation of Preview Day, impact on student life programming. University Budget Committee Campus Budget Forum February 25, 12:00‐1:30, Clarke Grand Salon Division of Student Affairs Looking ahead • General Fund situation o Student Affairs budget is over 94% in permanent salaries; division has practically no reserve; no longer has vacant positions to generate fiscal funds o Operational funds structural deficit estimated around $500,000 ƒ Insufficient permanent funds in Enrollment Management Services to cover phones, computers, copier, scanners, printing and mailing costs, student assistants ƒ No permanent funds for learning center tutors (Math Lab, Writing Center, Language Learning Center) o Further reductions will require employee attrition and workforce reduction, further reduction in services/hours, re‐
engineering via technology and other efficiencies o Looking at reductions we’ve already taken or propose to take in the ’10‐11 round, all areas in Student Affairs ‐‐ except those externally funded ‐‐ have lost resources and capacity, either through: ƒ Eliminating unfilled vacant positions (including both staff and management) ƒ Further reduction in scarce operating funds ƒ Shifting of appropriate expenses to non‐general funds resources ƒ Downsizing via reassignment of staff to other areas of need University Budget Committee Campus Budget Forum February 25, 12:00‐1:30, Clarke Grand Salon Division of Student Affairs • Meanwhile, as the division has been shrinking, 2009‐2010 increases in student demand: o 10% more clubs and organizations to supervise and advise (over 100) o 16% more financial aid applications to process o 21% more students in the newly expanded Math Lab; 15% increase in Writing Center o 22% more new student admission applications to process (17,575) o 30% more advising appointments; 30% more career advising appointments o 30% increase in demand for counseling services plus a trend toward more complicated cases o 53% more transcripts from new and continuing students to evaluate and process FY 2010‐2011 o Our budget reduction development process started with our overall divisional goals of: o $583,735 permanent o $291,867 fiscal University Budget Committee Campus Budget Forum February 25, 12:00‐1:30, Clarke Grand Salon Division of Student Affairs o Local managers generated ideas within each of the three major areas, and these were brought to the Senior Managers Team, which generated our divisional plan Proposed budget reduction categories for FY 10/11 will impact the following general categories: o Student Development Services (including Student Life and Leadership, Orientation programs, Student Health and Counseling Services, The Clarke, Dean of Students) o Student Academic Support Services (including Undergraduate Advising Services, Career Center) o Enrollment Management Services (including Admissions & Recruitment, Outreach Programs, Enrollment Management Services/Registrar, Financial Aid & Scholarships) o Student travel funds program (funds and staff time) o Budget support for the Pride So, although we are last but not least in today’s presentations, we’re still the small but mighty division of Student Affairs. Thank you for the opportunity to tell our story. University Budget Committee Campus Budget Forum
February 25, 12:00-1:30, Clarke Grand Salon
Division of Student Affairs
1. Actual expenditures for FY 2006/07, 2007/08 and 2008/09; initial budget allocation for FY 2009/10
plus projected benefits.
2. Budget Highlights
Three year Summary
o The overall growth in the Student Affairs budget mostly reflects addition of fee accounts and
increases in employee compensation
o 12 permanent positions were added to the Student Affairs General Fund Budget; 7 of these
provided permanent funds for long-term positions on fiscal support; 5 were truly new and added
capacity to serve growing student body
o 12.5 permanent positions were eliminated in budget cuts
FY 06-07
o Second year of stand-alone division after reorganization from Academic & Student Affairs
o Positions funded: UAS (Assistant Director/advisor); EOP (Associate Director); SLL (Coordinator of
New Student Programs; A&R (admissions counselor)
o These positions (except for the A&R admissions counselor) simply identified permanent funds for
long-term positions that had been funded year-to-year fiscally
FY 07/08
o New permanent budget from strategic initiatives = $519,237
o 8.25 positions funded; 4 provided permanent funds for long-term fiscally funded positions
o Created new Testing Office
o Subsequent permanent reduction = $108,043; eliminated 2.5 vacant permanent positions
o Clarke/USU now reporting to Student Affairs (from FAS)
o EMS Operations included Student Financial Services, which later moved back to FAS
FY 08/09
o Pro rata permanent reduction for Student Affairs = $629,295; represented 10.14% reduction in SA
general fund
o 9.7 positions eliminated or moved to fees (.70)
o Eliminated out-of-state travel funds across the division
o Testing Office closed
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University Budget Committee Campus Budget Forum
February 25, 12:00-1:30, Clarke Grand Salon
Division of Student Affairs
3. Summary of FY 2009/10 fiscal budget reductions
No.
1
o
o
o
Amount
$129,636
2
3
$40,000
$38,617
4
5
$31,665
Item
Fiscal svgs from 3.0 vacant
positions
SA salary reserve
Remaining portion of SHCS
director salary to fees
’80-90 carry forward funds
$239,918
TOTAL
Impact
[SEE BELOW]
Elimination of vacant position fiscal funds –and consequent divisional restructuring -- results in
reduced service levels in Admissions & Recruitment, EMS Operations/Registrar, Career Center,
Undergraduate Advising Services, Student Life and Leadership, and loss of 2 staff in A&R Outreach
Services (impact on future student diversity)
Shifting SHCS director salary to health services fee results in service decrements such as increased
wait time for medical appointments, reduction in psychiatry services
Loss of fiscal reserve funds means such things as reduction in EOP Summer Bridge programming
(potential impact on retention), reduction in Student Ambassadors (student assistants who lead
campus tours), cancellation of Preview Day, impact on student life programming.
4. Looking ahead
General Fund situation
o Student Affairs budget is over 94% in permanent salaries; division has practically no reserve;
has no vacant positions to generate fiscal funds
o Operational funds structural deficit estimated around $500,000
 Insufficient permanent funds in Enrollment Management Services to cover phones,
computers, copier, scanners, printing and mailing costs, student assistants
 No permanent funds for learning center tutors (Math Lab, Writing Center, Language
Learning Center)
o Further reductions will require employee attrition, layoffs, further reduction in
services/hours, re-engineering via technology and other efficiencies
o All areas in Student Affairs, except those externally funded, have lost resources and capacity
2009-2010 increases in student demand:
o 10% more clubs and organizations to supervise (over 100)
o 16% more financial aid applications to process
o 21% more students in the newly expanded Math Lab; 15% increase in Writing Center
o 22% more new student admission applications to process
o 30% more advising appointments; 30% more career advising appointments
o 30% increase in demand for counseling services
o 53% more transcripts from new and continuing students to evaluate and process
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