Budgeting (and Other Essentials) in Academic Affairs

Transcription

1 Budgeting (and Other Essentials) in Academic Affairs New Dep artment Chairs Orientation F r id a y, Au g u s t 18, Diane S. Stephens Associate Vice President for Academic Resources and Planning Department of Academic Resources and Planning

2 Department of Academic Resources and Planning Budget Planning and Management Annual Planning Process Business Continuity Planning Academic Facilities Planning FTES Target Allocations Faculty Position Allocations Staff Human Resources Business Process Improvements Room Reservations Class Schedules Space Management Classroom Technology Planning Budget and Technology Support for Academic Affairs Administration Provost s Professional Development Program

3 Department of Academic Resources and Planning Other areas, activities, and committees we support: Universal Design Center Institute for Community Health and Wellbeing Matador Emerging Technology and Arts (META+LAB) Instructionally Related Activities (IRA) Fund Academic Resources Council Classroom Technology Committee Educational Resources Committee of the Faculty Senate University Financial Analysts

4 The Resource Planning Environment In Academic Affairs Department of Academic Resources and Planning

5 Agenda Budget Funds and Fund Accounting General Fund Schedule of Classes Responsibilities/Roles in Academic Affairs Update on Captioning What We ll Cover at the Chair Leadership Academy

6 Funds and Fund Accounting Terminology Fund Accounting An accounting system that emphasizes accountability rather than profitability Fund Self-balancing set of accounts, with identified sources of income and segregated for specific uses in accordance with laws, regulations, or special restrictions or limitations

7 Typical Funds in Academic Departments Fees in General Fund (appropriations, allocations, and fee revenue) Campus Quality Fee (CQF) Course materials Student support Technology State Trust Fund (includes TExL MOU revenues, IRA, etc.) 496XX, 44XXX, 54xxx, etc. Lottery Fund 48101

8 Department Funds Held Outside University Auxiliary Funds (separate 501(c)(3) entities) The University Corporation (TUC) CSUN Foundation

9 General Fund Based on Historical Budgeting State and CSU budget process is focused on historical budgeting Prior year base budget plus/minus incremental change Base Budget = set recurring funding Incremental changes are based on enrollment

10 17/18 Academic Affairs Beginning Base Budget Allocations Academic Affairs General Fund 78% of Academic Affairs General Fund is allocated to instruction. Academic Affairs Administration $14,985,941 Academic Support Services $18,628,448 Instruction $120,562,889 MCCAMC DNCBE Instruction $120,562,889 $12,887,493 $17,306,816 MDECOE CECS CHHD COH CSM CSBS OTHER INSTRUCTIONAL $10,656,361 $9,510,127 $15,463,535 $15,897,225 $17,995,831 $17,682,660 $3,162,841 $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000

11 FTES: t he enrollment measurement used to determine incremental changes in base funding by St at e/ CSU Headcount vs FTES vs Seats All are terminology used to quantify the number of students enrolled Headcount physical number of students enrolled Seats sum total student enrollment by section FTES Full-time equivalent students is a calculated unit of measure: Sum total by student:» Undergraduate: Total CCUs divided by 15» Graduate: Total CCUs divided by 12

12 Show me the Money! Schedule of Classes Matters Schedule effectiveness matters Opportunities for savings in academic departments from scheduling practices (e.g., section size, room assignments, days/times for highest demand, etc.) Schedule of Classes (SOC)Worksheet Download Tool for combining SOC from SOLAR with HR payroll data in order to cost out the schedule, especially in terms of lecturer salaries Scenario-building ( What If? ) Determining cost of planned schedule Analyze use of resources to achieve FTES target and support program priorities Modeling new program costs

13 Responsibilities The Role of the College Manager of Academic Resour ces ( MAR) Roles of College MARs vary and generally include: Part of college leadership team Advisor to dean on resource matters Member of administrative council Resource for department chairs, faculty, and staff Resource management Budget planning and management Schedule of Classes planning (with dean or associate dean) Technology support Staff human resources Space assignments and utilization Business process improvements Much, much more!

14 Responsibilities Fiscal Policies California State Ed Code, examples: Appropriate use of Extended Learning funds Appropriate use of Lottery funds CSU Executive Orders, examples: Purchasing Policies processes, contracts, employee vs. independent contractor Student Fees process for establishing new fees Cash Handling processes Employee 125% rule Bargaining Unit Agreements, examples: General Salary Increases New faculty reassigned time Campus policies and processes ensure we are in compliance and limit audit exposure and risk

15 Let s Be Clear About Captioning Instructional media with sound must have closed captions It s federal and state law and CSU policy Videos shown in a classroom or posted in a Canvas course must be captioned We re here to help! Contact the National Center on Deafness (NCOD) (ncod@csun.edu) to get captions and transcripts for instructional media Contact your department librarian to learn about more offerings from the Oviatt Library Contact the Universal Design Center with other questions More information: For Tseng College courses, contact the Distance Learning team

16 New Budget Allocation Vice Presidents, with the Accessible Technology Initiative (ATI) Steering Committee, approved a new central fund for captioning instructional videos Priority is to caption videos for students who require such accommodations (under Section 504) With remaining funds, faculty who request captioning can get an allotment in minutes is a pilot year for this process A working group will collect data and refine the process

17 New Captioning Process 1. Faculty member fills out NCOD s New Media Request form at at least 6 weeks in advance. 2. On mycsunbox, faculty creates a folder named "NCOD Captioning [Professor s last name]" and gives ncod@csun.edu access as Co-Owner. 3. Faculty uploads media and supporting files to this folder. 4. Within 6 weeks (usually sooner), NCOD uploads captioned media to faculty member's "NCOD Captioning [name]" folder on mycsunbox. 5. Faculty posts media for student view. CSUN gives each faculty member their own cloud-based storage account. This service is called mycsunbox. Login at More information:

18 Preview of Topics at Chair Leadership Academy Stay Tuned.Coming to the Chair Leadership Academy California and CSU Budget Processes CSUN Budget Best Practices in Departmental Budgeting Faculty Funding 18

19 Thank you! w w w.csun.edu/ academic-resources-planning