Board of Trustees Regular Meeting Notice for Monday, August 23, 2021

DATE: September 14, 2021

TO: Board of Trustees/News Media/Public

FROM: Dr. Dennis C. Rile, President

RE: Board of Trustees Regular Meeng Noce

The Cowley College Board of Trustees will hold its regular monthly meeng on Monday, September 20, 2021 at 6:00 p.m. in the Short Community Room, inside the Short General Educaon Center, on the Sumner Campus, 2208 Davis‐White Loop, Wellington, KS.

The AGENDA for the meeng may be accessed by vising the following link aer 5:00 p.m. on Friday, September 17, 2021 : hps://www.cowley.edu/about/board/agenda/agenda.pdf

DCR: tv pc: News Media

1 Agenda Meeting of the Board of Trustees Cowley College

September 20, 2021

AGENDA

I. Call to Order Gary Wilson, Chair Pg. 4 A. Invocation Dr. Steve Abrams

II. Awards and Reports Dr. Dennis C. Rittle, President Pg. 5 A. College Update Dr. Dennis C. Rittle, President B. Reaffirmation of the College Mission Debbie Phelps, Institutional Effectiveness C. Thank you to Cowley College K-State Research and Extension D. Thank you to Cowley College Winfield Local Food Pantry E. Thank you to Cowley College Winfield Chamber of Commerce F. Thank you to Cowley College Aaron Nuss Family G. Thank you to Cowley College Baily H H. Thank you to Cowley College Weston Lowe I. Thank you to Cowley College South Haven High School Class of 2023 J. Thank you to Cowley College Aspen Colquhoun K. Thank you to Cowley College Matik Tatum L. Thank you to the Board of Trustees Pam Smith, Cowley Education Association

III. Public Comment Gary Wilson, Chair Pg. 18

IV. Standing Committee Reports Pg. 19 A. Trustee Academic Subcommittee Glennis Zimmerman, Trustee Update of the September 13, 2021 Meeting

B. Trustee Finance Subcommittee JoLynn Foster, Trustee Update of the September 16, 2021 Meeting 1. Capital Outlay Mill (COM) Renewal 2. Ireland Hall Remediation 3. Bus Purchase vs. Lease Cost

C. Trustee Policy Subcommittee Ned Graham, Trustee Update of the September 14, 2021 Meeting 1. 140.00 – Exemption from Alcohol Policy Pg. 21 2. 147.00 – Records Retention Pg. 23 3. 183.00 – House Policies Pg. 25 4. 253.00 – Registration and Enrollment Pg. 26 5. 254.00 – Adding/Dropping a Class Pg. 28 6. 274.00 – Late Registration Fee Payment Pg. 31 7. 410.00 – Refund of Tuition and Fees Pg. 32

D. KACCT Quarterly Meeting Chris Swan, Trustee Recap of the August 27-28, 2021 Meeting

2 Agenda V. Approval of Consent Agenda Gary Wilson, Chair Pg. 34 A. Board Minutes Pg. 34 1. August 23, 2021 Regular Meeting Pg. 35 B. Financial Reports Pg. 44 C. Bills and Claims Pg. 50 D. Administrative Reports Pg. 51 1. Finance and Administration Pg. 51 2. Academic Affairs Pg. 52 3. Student Affairs Pg. 59 4. Information Technology Pg. 71 5. Institutional Effectiveness Pg. 72 6. Athletics Pg. 78 7. Faculty Liaison Pg. 78 8. Student Accessibility Pg. 80 9. Mileage Report Pg. 81 E. Board Policy Approvals Pg. 82 1. 107.00 – Advisory Committees Pg. 83 2. 114.00 - Performance Appraisals Pg. 85 3. 120.00 – Exempt Employee Pay Pg. 87 4. 158.00 – Banking Services Policy Pg. 90 5. 246.00 – Faculty Evaluation Pg. 91 F. Personnel Transactions Pg. 93

VI. Procurement Holly Harper, VP of Finance and Admin. Pg. 97 A. HEERF Eligible Projects – Industrial Grade Audit

VII. Discussion Agenda Gary Wilson, Chair Pg. 101 A. Additional Sumner Campus Land Purchase B. Interlocal Cooperation Agreement – Use and Maintenance of Tennis Courts

VIII. Other Business Gary Wilson, Chair Pg. 108

IX. Adjournment Gary Wilson, Chair

3 I. Call to Order Meeting of the Board of Trustees Cowley College

September 20, 2021

I. CALL TO ORDER

A. Chair Wilson will call the regular public meeting of the Board of Trustees to order and Trustee Abrams will open the meeting with an invocation.

4 II. Awards and Reports Meeting of the Board of Trustees Cowley College

September 20, 2021

II. AWARDS AND REPORTS

Items listed under Awards and Reports are pre-approved by the Board Chair and the President. The items are purposeful to the Board and College Administration, as well as informative in nature.

A. College Update - Dr. Dennis C. Rittle

B. Reaffirmation of the College Mission - Debbie Phelps, Institutional Effectiveness

C. Thank you to Cowley College - K-State Research and Extension – Cowley County

D. Thank you to Cowley College - Winfield Local Food Pantry

E. Thank you to Cowley College - Winfield Chamber of Commerce

F. Thank you to Cowley College - Aaron Nuss Family

G. Thank you to Cowley College - Baily H

H. Thank you to Cowley College - Weston Lowe

I. Thank you to Cowley College - South Haven High School Class of 2023

J. Thank you to Cowley College - Aspen Colquhoun

K. Thank you to Cowley College - Matik Tatum

L. Thank you to the Board of Trustees - Pam Smith, Cowley Education Association

5 II. Awards and Reports

Mission Statement

Cowley College is committed to providing opportunities for learning excellence, personal achievement, and community engagement.

6 II. Awards and Reports

7 II. Awards and Reports

8 II. Awards and Reports

9 II. Awards and Reports

10 II. Awards and Reports

11 II. Awards and Reports

12 II. Awards and Reports

13 II. Awards and Reports

14 II. Awards and Reports

15 II. Awards and Reports

16 II. Awards and Reports

17 III. Public Comment Meeting of the Board of Trustees Cowley College

September 20, 2021

III. PUBLIC COMMENT

All official Board meetings are open to the public except executive sessions, which are convened in compliance with state law. However, participation in the meetings is not required by state law. The Cowley College Board of Trustees welcomes the attendance and participation of citizens in regular meetings and upon recognition by the Chairman, encourages questions or comments pertaining to items on the Agenda. Persons having other matters to be brought before the Board should submit these matters in writing to the President or Board Chairperson at least 72 hours in advance of the meeting, in order that items may be placed on the Agenda. In accordance with time requirements, the Chairman reserves the right to limit comments both in content and length of presentation.

1. No comments will be heard on matters which are not on the Agenda without the consent of the Board.

2. Persons wishing to speak shall identify themselves to the Board Clerk and state whether or not they represent the opinion of a group.

3. Each person may speak no longer than three minutes without specific consent of the Board or Chairperson.

4. Presentations containing information or comments related to College personnel or students may be referred for consideration in executive sessions.

5. The Chairperson reserves the right to limit the number of speakers.

6. Comments must be conveyed in a respectful and civil manner.

7. The Board reserves the right to withhold response or action based on public comment.

8. The Chairperson reserves the right to stop the proceedings and poll the Board to determine if a speaker may continue.

9. Any person acting in such a way as to disrupt the Board proceedings may be removed from the meeting place.

18 IV. Standing Committee Reports Meeting of the Board of Trustees Cowley College

September 20, 2021

IV. STANDING COMMITTEE REPORTS

A. Trustee Academic Subcommittee Glennis Zimmerman, Trustee Update of the September 13, 2021 meeting

B. Trustee Finance Subcommittee JoLynn Foster, Trustee Update of the September 16, 2021 meeting

1. Capital Outlay Mill (COM) Renewal The Board of Trustees is authorized by KSA 71-501 to make an annual capital outlay tax levy for a period of not to exceed 5 years and not to exceed 2 mills for the purpose of “construction, reconstruction, repair, remodeling, additions to, furnishing and equipping of College buildings, architectural expenses incidental thereto, and the acquisition of real property for use as building sites or for educational programs”.

In 2017 the College established a 1.25 Capital Outlay Mill for five years, expiring on June 30, 2021. We are requesting to extend that levy for another five years. The mill could generate around $1.9 million during the five years. The College intends to renew these funds for the following projects:

• $830,000 – Building Roofs (dorms and academic) • $300,000 – Docking Dorm HVAC • $290,000 – Ireland Hall renovations • $250,000 - Bus Barn Build • $200,000 – Student Center upgrades

Administration recommends that the Board approve the renewal of the existing 1.25 capital Outlay Mill Levy (COM) for a period of five years, beginning on July 1, 2022, to provide funds for deferred maintenance and capital projects. Eligible projects must occur in Cowley County

2. Ireland Hall Remediation The Finance Subcommittee supports the Administration to move forward with their plan to remediate Ireland Hall.

3. Bus Purchase vs. Lease Cost The Finance Subcommittee determined that the College will continue with our current method of transportation utilizing our current buses, while chartering longer trips at the discretion of the administration.

C. Trustee Policy Subcommittee Ned Graham, Trustee Update of the September 14, 2021 meeting

Policies for First Review:

1. 140.00 – Exemption from Alcohol Policy (Revision)

19 IV. Standing Committee Reports • Administration requests approval of the revised policy 140.00 exemption from Alcohol Policy. The revised policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the first reading by the Board and final approval will be requested at the October meeting.

2. 147.00 – Records Retention (Revision) • Administration requests approval of the revised policy 147.00 – Records Retention. The revised policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the first reading by the Board and final approval will be requested at the October meeting.

3. 183.00 – House Policies (Delete) • Administration requests approval to delete policy 183.00 – House Policies. The removal of this policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the first reading by the Board and final approval will be requested at the October meeting.

4. 253.00 – Registration and Enrollment (Revision) • Administration requests approval of the revised policy 253.00 – Registration and Fee Payment. This revised policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the first reading by the Board and final approval will be requested at the October meeting.

5. 254.00 – Adding/Dropping a Class (Revision) • Administration requests approval of the revised policy 254.00 – Adding/Dropping a Class The revised policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the first reading by the Board and final approval will be requested at the October meeting.

6. 274.00 – Late Registration Fee Payment (Delete) • Administration requests approval to delete policy 274.00 – Late Registration Fee Payment. The removal of this policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the first reading by the Board and final approval will be requested at the October meeting.

7. 410.00 – Refund of Tuition and Fees (Revision) • Administration requests approval of the revised policy 410.00 – Refund of Tuition and Fees. This revised policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the first reading by the Board and final approval will be requested at the October meeting.

D. KACCT Quarterly Meeting Chris Swan, Trustee Recap of the August 27-28, 2021 meeting

20 IV. Standing Committee Reports Revised

Board Policies ADMINISTRATIVE AFFAIRS

140.00 EXEMPTION FROM ALCOHOLIC BEVERAGES POLICY

Pursuant to K.S.A. 41-719(i), the board of trustees of a community college may exempt from the provisions against consumption of alcoholic liquor on public property, specified property which is under the control of such board and which is not used for classroom instruction, in accordance with a written policy adopted by such board. The Board of Trustees of Cowley College hereby determines and declares that the following property should be and is here now exempt from said statutory prohibition, to wit:

• McAtee Dining Center and adjacent grounds. • W.S. Scott Auditorium and adjacent grounds. • Tony Buffo Plaza. • Calder Bonfy Amphitheater. • Recreation Building and adjacent grounds. • The Jungle located in the Nelson Student Center. • Such other locations as the Board of Trustees or the College President may determine from time to time.

The written policy as set forth shall be complied with about the consumption of alcoholic beverages in and on said properties of Cowley College, to-wit:

1. Any event or activity pursuant to this policy shall be in full compliance with the Kansas Liquor Control Act. Under no circumstances shall any individual under the age of 21 be served or be allowed to consume alcoholic beverages at any event. 2. No alcohol may be served or used on the campus of Cowley College except in or on said properties, and at performing arts or fund-raising events sponsored by the College, the Tiger Booster Club, or the Cowley County Foundation. 3. All events must be approved in advance by the President. 4. The sponsoring organization shall provide the alcoholic beverages to be served, shall be the property of the sponsoring organization, and shall be removed from Cowley College property immediately upon conclusion of the event. 5. Compliance with all applicable ordinances of the host city is required. 6. In all cases, obtaining any required liquor permit shall be the responsibility of the sponsor. 7. In no event shall alcoholic beverages be served before 10:00 a.m. or after midnight on any day.

Adopted: December 19, 2005;

21 IV. Standing Committee Reports Tracked Changes

Board Policies ADMINISTRATIVE AFFAIRS

140.00 EXEMPTION FROM ALCOHOLIC BEVERAGES POLICY

Pursuant to K.S.A. 41-719(i), the board of trustees of a community college may exempt from the prohibition provisions against consumption of alcoholic liquor on public property, specified property which is under the control of said such board and which is not used for classroom instruction, in accordance with a written policy adopted by such board., and tThe Board of Trustees of Cowley County Community College hereby determines and declares that the following property should be and is here now exempt from said statutory prohibition, to wit:

The written policy as hereinafter set forth shall be complied with in regard toabout the consumption of alcoholic beverages in and on said properties of Cowley County Community College, to-wit:

1. Any event or activity pursuant to this policy shall be in full compliance with the Kansas Liquor Control Act. Thus, for example, Uunder no circumstances shall any individual under the age of 21 be served or be allowed to consume alcoholic beverages at any event. 2. No alcohol may be served or used on the campus of Cowley CollegeCC except in or on said properties, and at performing arts or fund-raising events sponsored by the College, the Tiger Booster Club, or the Cowley County Endowment AssociationFoundation. 3. All events must be approved in advance by the President. 4. The alcoholic beverages to be served shall be provided by the sponsoring organizationsponsoring organization shall provide the alcoholic beverages to be served, shall be the property of the sponsoring organization, and shall be removed from Cowley CollegeCC property immediately upon conclusion of the event. 5. Compliance with Aall applicable ordinances of the host cCity. of Arkansas City shall be complied withis required. 6. In all cases, obtaining any required liquor permit shall be the responsibility of the sponsor. 7. In no event shall alcoholic beverages be served before 10:00 a.m. or after 12 midnight on any day.

Adopted: December 19, 2005;

22 IV. Standing Committee Reports Revised

Board Policies ADMINISTRATIVE AFFAIRS

147.00 RECORDS RETENTION

In accordance with K.S.A. 72-1629, the Board of Trustees provides for and authorizes any officer, official or employee charged with or having custody of the following records, documents or other papers to destroy the same at the time indicated herein, and if more than one time can be made to apply, the longer time shall apply (as will departmental retention guidelines if these guidelines exceed the retention periods noted below): to authorize the destruction of student and financial records according to the schedule noted below.

(a) Bookkeeping and accounting records that are original books of entry, claims, vouchers and purchase orders, five (5) years. (b) Formal audit reports, five (5) years. (c) Financial papers of any type relating to programs supported by federal funds, five (5) years or such longer time as may be required by applicable federal law, including student financial aid records and financial aid participation records, as defined in the Federal Student Aid Handbook. (d) All financial papers not otherwise specified in this section may be destroyed at any time after formal audit reports have been completed and filed in the appropriate office for a period of twelve (12) months, and this provision shall apply to the following: Warrants, warrant checks, receipts, canceled checks, and requisitions. (e) Official bonds of surety or indemnity, five (5) years after the termination of the term of employment. (f) Insurance policies, five (5) years after the expiration of the term thereof. (g) Bonds and coupons stamped paid or canceled and returned by the state fiscal agent, six (6) months after the next following annual formal audit of the school district. (h) In the absence of statute stating otherwise, it shall be the policy of Cowley College to retain no record longer than seven (7) years beyond the date of last activity, with the following exceptions:

Student Transcripts – Permanent Board of Trustees Minutes – Permanent

Adopted June 19, 2006

23 IV. Standing Committee Reports

Board Policies

147.00 RECORDS RETENTION

(a) Bookkeeping and accounting records that are original books of entry, claims, vouchers and purchase orders, five (5) years.

(b) Formal audit reports, five (5) years.

(c) Financial papers of any type relating to programs supported by federal funds, five (5) years or such longer time as may be required by applicable federal law, including student financial aid records and financial aid participation records, as defined in the Federal Student Aid Handbook.

(d) All financial papers not otherwise specified in this section may be destroyed at any time after formal audit reports have been completed and filed in the appropriate office for a period of twelve (12) months, and this provision shall apply to the following: Warrants, warrant checks, receipts, canceled checks, and requisitions.

(e) Official bonds of surety or indemnity, five (5) years after the termination of the term of employment.

(f) Insurance policies, five (5) years after the expiration of the term thereof.

(g) Bonds and coupons stamped paid or canceled and returned by the state fiscal agent, six (6) months after the next following annual formal audit of the school district.

(h) In the absence of statute stating otherwise, it shall be the policy of Cowley County Community College to retain no record longer than seven (7) years beyond the date of last activity, with the following exceptions:

Student Transcripts – Permanent Board of Trustees Minutes – Permanent

Adopted June 19, 2006

24 IV. Standing Committee Reports Current – Delete Policy

Board Policies ADMINISTRATIVE AFFAIRS

183.00 HOUSE POLICIES

In consideration of our patrons and performers, we ask that you observe the following house policies for college concerts, plays and musicals:

1. Disruptions: Cowley College encourages parents not to bring children age five (5) and under to college concerts, plays and musicals. Children five (5) and under in attendance will be seated with a parent or guardian in the cry room at the South end of the foyer. Any patron creating a disturbance during the performance will immediately be asked to leave. 2. Latecomers: Curtain times are prompt. Late arrivals will be seated at appropriate times as determined by the house manager. 3. Cell Phones, Pagers, Cameras, Tape Recorders and Electronic Devices: The taking of photographs or the use of any recording devices during performances is strictly prohibited. You will be asked to "check" these devices at our Box Office.

Adopted November 20, 2000 Reviewed July 21, 2003

25 IV. Standing Committee Reports Revised

Board Policies ACADEMIC AFFAIRS

253.00 REGISTRATION AND ENROLLMENT

Students will register for classes according to instructions and deadline dates contained in the schedule of classes published prior to the beginning of each semester.

Students with enrollment holds may not enroll for classes until such obligations are resolved to the satisfaction of the college.

The college reserves the right to deny enrollment to any individual who has violated the Academic Code of Conduct, Student Code of Conduct and is currently suspended from the college, who is not making satisfactory academic progress as defined in Board Policy 433.00, or when the college is unable to provide the services, courses or programs needed to assist a student in meeting his/her education objectives.

Adopted January 18, 1971 Revised July 21, 1975 Reviewed July 11, 1989 Revised July 21, 2003 Revised August 9, 2004 Revised June 21, 2010

26 IV. Standing Committee Reports Tracked Changes

Board Policies ACADEMIC AFFAIRS

253.00 REGISTRATION AND ENROLLMENT

Students will register for classes according to instructions and deadline dates contained in the schedule of classes published prior to the beginning of each semester. Registration is considered complete when the student has paid tuition and fees or when payment has been officially authorized by the Financial Aid Office or the Business Office.

Students with past due obligationsenrollment holds to the college may not register enroll for classes until such obligations are resolved to the satisfaction of the college.

The college reserves the right to deny registration enrollment to any individual who has violated the Academic Code of Conduct, Student Code of Conduct and is currently suspended from the college, who is not making satisfactory academic progress, as defined in the Student Handbook Board Policy 433.00, or when the college is unable to provide the services, courses or programs needed to assist a student in meeting his/her education objectives.

Adopted January 18, 1971 Revised July 21, 1975 Reviewed July 11, 1989 Revised July 21, 2003 Revised August 9, 2004 Revised June 21, 2010

27 IV. Standing Committee Reports Revised

Board Policies ACADEMIC AFFAIRS

254.00 ADDING/DROPPING A CLASS

Adding a Credit Class The last day to add a class for each semester and subterm will be published when registration for the semester begins. . Students who wish to add a class after the beginning of the semester must do so within seven calendar days of the first class meeting for nine- to 16-week classes, and within three calendar days of the first class meeting for eight-week classes unless enrollment is closed when classes start, as determined by the Vice President of Academic Affairs. The last day to add a class less than eight weeks in length will be determined by the registrar and published each semester in the schedule of classes. Students may not attend a course unless officially enrolled in the course. Any student seeking to add a class outside the add period will need special permission from the Academic Affairs office.

Dropping a Credit Class Students may drop a class prior to the completion of 12 % of the class and after that time may withdraw from a class A dropped class will not appear on the student's transcript, however a class from which a student has withdrawn will appear on the transcript with a grade of "W". Students who withdraw from a class after the refund period must still pay tuition and fees for the class. The last date to drop a class with a refund will be printed on the student's schedule for each class.

Courses with the same number of credit hours that are dropped and added simultaneously will be treated as an even exchange of cost per credit hour during the refund period of each semester or session. For courses with different total credit hour that are dropped and added simultaneously, students will receive the appropriate refund for the dropped course and pay the total cost per credit hour for the added course. After the expirations of the refund period, an even exchange for tuition purposes may be granted in the following situations: 1. Changes in sections for the same subterm; 2. Changes to adjust math and English placement may occur until 25% of the initial class has been completed. Students will not be granted an even exchange when dropping any other regular- start class and adding a late-start class or adding a self-paced class.

If a student drops a class and adds a different class after the expiration of the refund period, the student will be required to pay the additional tuition and fees. All changes occurring after the expiration of the refund period require approval by the academic affairs office.

Adopted January 18, 1971 Revised July 21, 1975 Reviewed July 11, 1989 Revised July 21, 2003 Revised August 9, 2004 Revised December 18, 2006 Revised July 16, 2007 Revised March 18, 2013

28 IV. Standing Committee Reports Tracked Changes

Board Policies ACADEMIC AFFAIRS

254.00 ADDING/DROPPING A CLASS

Adding a Credit Class The last day to add a class for each semester and subterm will be published when registration for the semester begins. will be reflected for each individual class in the course schedule. Students who wish to add a class after the beginning of the semester must do so within seven calendar days of the first class meeting for nine- to 16-week classes, and within three calendar days of the first class meeting for eight- week classes unless enrollment is closed when classes start, as determined by the Vice President of Academic Affairs. The last day to add a class less than eight weeks in length will be determined by the registrar and published each semester in the schedule of classes. Students may not attend a course unless officially registered enrolled infor the course. Any student seeking to add a class outside the add period will need special permission from the Academic Affairs office.

Dropping a Credit Class Students may drop a class prior to the completion of 12 25% of the class and after that time may withdraw from a class. A dropped class will not appear on the student's transcript, however a . After 25% of a class has been completed, a student may withdraw from the class. A class from which a student has withdrawn will appear on the transcript with a grade of "W". Students who drop a class or withdraw from a class after the refund period must still pay tuition and fees for the class. The last date to drop a class with a refund will be printed on the student's schedule for each class.

1. Changes in sections for the same 16-week classsubterm; 2. Changes in sections for the same short-term class that begins during the same week and extends over the same number of weeks. 3.2. Changes to adjust math and English placement from a higher-level math or English regular start class to a lower-level math or English late-start class, which may occur until 25% of the initial class has been completed. Students will not be granted an even exchange when dropping any other regular-start class and adding a late-start class or adding a self-paced class.

II a student drops a class and adds a different class after the expiration of the refund period, the student will be required to pay the additional tuition and fees.

29 IV. Standing Committee Reports Tracked Changes

All changes occurring after the expiration of the refund period require written approval by the academic and student affairs office. If a student drops a class and adds a different class after the expiration of the refund period, the student will be required to pay the additional tuition.

Adopted January 18, 1971 Revised July 21, 1975 Reviewed July 11, 1989 Revised July 21, 2003 Revised August 9, 2004 Revised December 18, 2006 Revised July 16, 2007 Revised March 18, 2013

30 IV. Standing Committee Reports Current - Delete Policy

Board Policies ACADEMIC AFFAIRS

274.00 LATE REGISTRATION FEE PAYMENT

Any student seeking to enroll at Cowley County Community College and Area Vocational Technical School after the official start date of a semester, and within five (5) calendar days of the start date, will be admitted only by special permission of the Vice President of Academic and Student Affairs. Any course less than 16 weeks will have its entrance time prorated.

A student’s enrollment is not official until all fee are paid in full or an officially approved tuition and fee deferment is processed through Student Billing.

Adopted July 21, 2003 Revised December 18, 2006

31 IV. Standing Committee Reports Revised

Board Policies STUDENT AFFAIRS

410.00 REFUND OF TUITION AND FEES

Students officially dropping from classes prior to completion of 12% of the class or the date printed on the student’s course schedule are entitled to a 100% refund of tuition and fees.

Late enrollment does not extend the Refund Period. 1. Students are entitled to 100% refund of tuition and fees for classes that do not materialize regardless of the date. 2. Failure to attend classes does not constitute a schedule change or withdraw from class and does not entitle the student to a refund of tuition and fees. Students will be dropped who are reported as non-attended on the official roster. 3. An administrative withdrawal does not entitle the student to a refund of tuition and fees. 4. To officially withdraw, a student must complete an official “Add/Drop” form or “Complete Withdrawal” form and return the form to the Registrar's Office.

Adopted September 21, 1992 Revised June 23, 2008

32 IV. Standing Committee Reports

410.00 REFUND OF TUITION AND FEES

1. Students officially withdrawing dropping from classes prior to completion of 12% of the class or the date printed on the student’s course schedule are entitled to a 100% refund of tuition and fees according to the following schedule:

Class Refund Period length

15-16 14 Calendar Days From Beginning of Class Weeks

8-14 7 Calendar Days From Beginning of Class Weeks

5-7 6 3 Calendar Days From Beginning of Class Weeks

2-4 3 Calendar Days From Beginning of Class Weeks

<2 Before Class Begins Weeks

The last date for a refund for each course will be printed on the student’s course schedule.

Late enrollment does not extend the Refund Period.

2.1. Students are entitled to 100% refund of tuition and fees for classes that do not materialize regardless of the date.

3.2. Failure to attend classes does not constitute a schedule change or withdrawal from class and does not entitle the student to a refund of tuition and fees. Students will be dropped who are reported as non-attended on the official roster.

4.3. An administrative withdrawal does not entitle the student to a refund of tuition and fees.

5.4. To officially withdraw, a student must process complete an official “Add/Drop” form or “Complete Withdrawal” form and return the form to the Registrar's Office.

Adopted September 21, 1992 Revised June 23, 2008

33 V. Consent Agenda

Meeting of the Board of Trustees Cowley College

September 20, 2021

V. CONSENT AGENDA

A. Board Minutes A copy of the Minutes of the regular meeting of the Board of Trustees, conducted on August 23, 2021 are attached.

34 V. Consent Agenda Cowley College Board of Trustee Official Minutes

August 23, 2021

I. Call to Order

The regular meeting of the Board of Trustees of Cowley College was called to order on August 23, 2021, at 6:00pm in the President’s Dining Room of the McAtee Dining Center, 206 S. 4th Street, Arkansas City, KS.

Trustees Present Gary Wilson, Chair Glennis Zimmerman, Vice-Chair Dr. Steve Abrams. Trustee JoLynn Foster, Trustee Ned Graham, Trustee Brian Sanderholm, Trustee Christopher Swan, Trustee

Staff Dr. Dennis C. Rittle, President Tiffany Vollmer, Board Clerk David Andreas, Legal Counsel (via Zoom) Dr. Michelle Schoon, VP of Academic Affairs Holly Harper, VP of Finance and Administration Paul Erdmann, VP of Information Technology Kristi Shaw, VP of Student Affairs Debbie Phelps, Exec. Director of Institutional Effectiveness Jason O’Toole, Athletic Director Julie Rhoads, Faculty Liaison Rama Peroo, Instit. Communications and Public Relations Jan Grace, Sumner Campus Operations Officer Pam Smith Jon Tyler

Guests Brett Bazil, Trustee Candidate Steve Young, Citizen John Haas, Ranson Financial Craig Nelson, Conco Construction Cheri Hulse, Agora Architecture John Sybrant, Citizen

A. The Invocation was presented by Ned Graham

II. Revenue Neutral Rate Hearing

In accordance with K.S.A. 79-2929, the Board of Trustees met for the purpose of answering and hearing objections of taxpayers relating to the proposed budget, and for the purpose of considering amendments to such proposed budget. In meeting the requirements of this Statute, a notice was published in the Cowley CourierTraveler on August 12, 2021 stating the College’s intent to exceed the

35 V. Consent Agenda Revenue Neutral Rate, set at 19.150. Chair Wilson recognized any Cowley County tax payers in attendance. Glennis Zimmerman Introduced and moved the adoption of the following resolution:

RESOLVED, that the Board of Trustees authorizes the College to exceed the Revenue Neutral Rate at a rate of 19.150.

The motion was seconded by JoLynn Foster, and the following votes were cast: Chair Wilson Aye Trustee Sanderholm Aye Vice Chair Zimmerman Aye Trustee Swan Aye Trustee Abrams Aye Trustee Graham Aye Trustee Foster Aye

Motion carried.

III. State Appropriation Budget

Administration proposed the State Appropriation Budget for the fiscal year 2020-2021. A notice was published in the Cowley Courier Traveler on August 12, 2021. Revenues are based on the enrollments, state operating grants, and estimated county valuation of $304,428,795 which yields a tax levy of approximately $6,250,243. The county will notify the College around November 1st, 2021 of the actual amount. Expenditures are based on projected enrollments in which objectives for enrollment is set forth by the administration with the Board of Trustees approval. The projected Operating Mill Levy of 18.531 is the approximate base on assessed valuations provided by the County, and the projected Capital Outlay Mill Levy of 2.00 was set by the Board of Trustees and vetted through published notification for 60 days in accordance with State of Kansas Statute 71-501 and 79-5040 not to exceed five (5) years upon all taxable tangible property in the community college district. Below is a summary of the last five years’ Operating and Capital Outlay Mill Levies for comparison to the fiscal year 2020-2021 projection: Operating Capital Outlay Mill Final 2016-2017 18.900 0 18.90 2017-2018 18.999 1.25 20.241 2018-2019 19.060 1.25 20.310 2019-2020 19.061 1.25 20.311 2020-2021 19.032 2.00 21.032 2021-2022 18.531 2.00 20.531 (pending final calculation)

The Capital Outlay Mill will raise approximately $608,967 each year (based on the 2021-2022 assessed valuations). These dollars must be spent in the home district (i.e. Cowley County.)

Chris Swan Introduced and moved the adoption of the following resolution:

RESOLVED, that the 2021-2022 State Appropriation Budget for Cowley College, officially published in the Cowley CourierTraveler, is hereby adopted, and the fiscal officers of the Board of Trustees are authorized to encumber and expend such funds according to the statutes of the State of Kansas and policies and procedures of the Board of Trustees.

36 V. Consent Agenda FURTHER RESOLVED, that this action is communicated to the proper officials of Cowley County and the State of Kansas for the purpose of levying and allocating taxes to meet the revenue requirements.

The motion was seconded by Brian Sanderholm, and the following votes were cast:

Chair Wilson Aye Trustee Sanderholm Aye Vice Chair Zimmerman Aye Trustee Swan Aye Trustee Abrams Aye Trustee Graham Aye Trustee Foster Aye

Motion carried.

IV. Awards and Reports

A. Dr. Rittle provided a College Update • Dr. Rittle informed the Board that LaVaughan Scheurich, Adult Education Instructional Staff, was recently named the Master Educator of the Year by the state of Kansas. • Mentioned that fall semester classes have begun as has the new Construction Trades program. The College is developing a Precision AG program, and work on the artificial turf project is underway. • Dr. Rittle also informed the Board that active COVID cases among students and employees is at 0.16 percent. • Residential housing on-campus is filled to 96-100% capacity. • Lastly, Dr. Rittle praised the work of staff and faculty for the allocation of more than $117,000 in Kansas Promise Scholarship awards and expressed his sincere gratitude to the JoAnn Scott Newman Trust, which recently awarded the College with $387,438.80 to establish Endowed Scholarships in memoriam of Mrs. Newman, widow of former Dean of Academic Affairs at Cowley College, William S. Scott B. Thank you to Cowley College from the Kansas Wheat Festival C. Thank you to Cowley College from Corbin Gottlob D. Thank you to Cowley College from USD 619 Argonia E. Thank you to Cowley College from Ashlynn VenJohn

V. Public Comment

VI. Standing Committee Reports

A. Trustee Finance Subcommittee – Chris Swan provided an update of the August 16, 2021 meeting.

B. Trustee Policy Subcommittee - Chair Wilson provided an update of the August 18, 2021 meeting and an overview of the policies presented for a first review.

• 107.00 – Advisory Committees • 114.00 – Performance Appraisals • 120.00 – Exempt Employee Pay • 158.00 – Banking Services Policy • 246.00 – Faculty Evaluation

37 V. Consent Agenda

VII. First Executive Session

Gary Wilson Introduced and moved the adoption of the following resolution:

RESOLVED, that the Board of Trustees enter into executive session to discuss non-elected personnel, regarding new hires, pursuant to the exception for discussion relating to non-elected personnel for 10 minutes, beginning at 6:22 pm and reconvening in open session at 6:32 pm. in the same room, with possible action to follow. The Board requested Dr. Rittle and David Andreas be present in the executive session.

The motion was seconded by Chris Swan, and the following votes were cast:

Chair Wilson Aye Trustee Sanderholm Aye Vice Chair Zimmerman Aye Trustee Swan Aye Trustee Abrams Aye Trustee Graham Aye Trustee Foster Aye

Motion carried.

The meeting resumed in open session at 6:32 pm in the same room.

Dr. Steve Abrams requested the Board pull the Master Agreement proposed changes from the Consent Agenda for discussion.

Gary Wilson introduced and moved the adoption of the following resolution:

RESOLVED, that the Board of Trustees accept the changes to the proposed Master Agreement for the 2021-2022 Academic Year, as presented.

The motion was seconded by Glennis Zimmerman and the following votes were cast:

Chair Wilson Aye Trustee Sanderholm Aye Vice Chair Zimmerman Aye Trustee Swan Nay Trustee Abrams Aye Trustee Graham Aye Trustee Foster Aye

Motion carried.

VIII. Consent Agenda

A. Board Minutes - • July 19, 2021 Regular Board Meeting Minutes

B. Financial Reports – Copies of the Financial Reports for the month ending July 31, 2021 were provided for Board review. The reports have been reconciled by the Treasurer of the Board of Trustees and reflect an accurate accounting of the revenues and expenditures for the month.

C. Bills and Claims -

38 V. Consent Agenda A list of the Bills and Claims for the month ending, July 31, 2021 was provided for Board review. Specific information concerning the vendor, purchase order, and cost was provided. The actual purchase orders with all supporting documents are available for inspection prior to the Board meeting in the Business Office.

Financial Aid Funds/Student Refund Check $479,819.14 (net $466,517.60). General Operating Activities disbursements $2,232,916.82 (net $2,232,668.89) Federal Funds $28,333.88; for a total written of $2,261,250.70 (net $2,261,002.77).

Additionally, the Vice President of Finance and Administration has provided a reconciliation of the summary written checks of bills and claims to the detailed written checks of bills and claims report for the month ending July 31, 2021. The Vice President of Finance and Administration is, hereby, directed to file the purchase requisitions, purchase orders, and all supporting documents for audit according to the policies of the Board of Trustees, and the Statutes of the State of Kansas.

D. Administrative Reports – The Board reviewed department updates provided by administration.

E. Board Policy Approvals - The Board conducted the second and final review of the following policies presented for approval: • 102.00 – Organization of the College • 116.00 – Health Insurance Portability and Accountability Act (HIPAA) • 117.00 – Work Comp Return to Work

F. Personnel Transactions - Dr. Rittle has recommended the following personnel items for Board approval:

Resignations: • Blake Bashaw, Custodian, effective July 16, 2021 • Katie Coble, Maintenance Technician, effective July 27, 2021

Staff: • Dereck Hutchison, Academic Coordinator-Upward Bound, at an annual salary of $41,801, plus staff fringe benefits, effective August 24, 2021 • Johnny “Butch” Rea, Assistant Coach-Baseball/Dorm Manager, at an annual salary of $24,500, plus staff fringe benefits, effective August 24, 2021. 39 V. Consent Agenda

Internal Reorganization of Existing College Personnel with Extensive Increase in Duties: • Ian Alumbaugh, Dorm Manager/Athletics Game Day Manager, at an annual salary of $30,239.96, plus staff fringe benefits, effective August 24, 2021 • Stefani Jones, Director of Enrollment Services, at an annual salary of $52,340.00, plus staff fringe benefits, effective August 24, 2021

Dr. Steve Abrams introduced and moved the adoption of the following resolution:

RESOLVED, that the Board of Trustees approve the consent agenda as amended.

The motion was seconded by Ned Graham and the following votes were cast:

Chair Wilson Aye Trustee Sanderholm Aye Vice Chair Zimmerman Aye Trustee Swan Aye Trustee Abrams Aye Trustee Graham Aye Trustee Foster Aye

Motion carried.

IX. Procurement

A. Turf Project Sink Hole Repair - Double E Construction has discovered a big soft spot in the center field area on the baseball fields that will need to be stabilized. Double E suggests excavating an additional 12” of the unsuitable materials out and replacing with 12” of compactable stone road base material to bridge the lower level of soft materials. Then compact the material and laser blade it along with the existing materials. Total materials and labor - $38,900.00

Gary Wilson introduced and moved the adoption of the following resolution:

RESOLVED, that the Board of Trustees authorizes Double E Construction to repair the sink hole in the baseball field to proceed with the turf project, at a cost of $38,900.

The motion was seconded by JoLynn Foster and the following votes were cast:

Chair Wilson Aye Trustee Sanderholm Aye Vice Chair Zimmerman Aye Trustee Swan Aye Trustee Abrams Aye Trustee Graham Aye Trustee Foster Aye

Motion carried.

B. Gaumard Victoria Obstetrical Patient Care Simulator – Capital Outlay Grant Funds This request is to purchase a Gaumard Victoria high fidelity patient care simulator for use in the Cowley EMS programs (EMT and Paramedic) as well as future shared using with an associate degree nursing partner. The simulator will help prepare students to care for a range of patients, from early pregnancy complications, high-risk deliveries, and post-partum emergencies to non- gravid (non-pregnant) scenarios for general patient care of the female patient. The tetherless feature allows the simulator to be used in an in-situ environment, further increasing the realism of the simulated care.

40 V. Consent Agenda The simulator features the following: • New interactive eyes: automatic visual object tracking and lifelike eye movements • Fully programmable airway, breathing, and circulation physiological parameters • True-to-life shoulder dystocia, breech, and C-section deliveries • Births lifelike, full-term baby featuring programmable vitals for APGAR scoring • Integrated array of sensors track participant performance in real-time • Wireless and tetherless; up to 10hrs. of battery life • Supports real monitoring equipment: EKG, capnography, defib., NIBP, TOCO, and pulse oximeters • Includes Microsoft Surface Pro tablet PC and Virtual Patient/CTG Monitor • Includes 9 Labor & Delivery Simulation Learning Experiences (SLEs) • Video training library covering setup and operation • Converts into a non-pregnant patient for general patient care and gynecology training

Vendor Base Cost Opt 1 Opt 2 Shipping Total Pratt CC $34,000 $34,000 Gaumard $73,053 $73,053

Glennis Zimmerman Introduced and moved the adoption of the following resolution:

RESOLVED, that the Board of Trustees approves the purchase of the Gaumard Victoria Obstetrical Patient Care Simulator from Pratt CC at a cost of $34,000 using Capital Outlay Grant funds.

The motion was seconded by Ned Graham, and the following votes were cast:

Chair Wilson Aye Trustee Sanderholm Aye Vice Chair Zimmerman Aye Trustee Swan Aye Trustee Abrams Aye Trustee Graham Aye Trustee Foster Aye

Motion carried.

C. Sumner Campus Housing – Guaranteed Maximum Price (GMP)-Conco Construction Conco Construction has developed for Board consideration, a Guaranteed Maximum Price (GMP) for the construction of a 17-unit student housing facility on the Sumner Campus in Wellington.

Chris Swan Introduced and moved the adoption of the following resolution:

RESOLVED, that the Board of Trustees authorizes Conco Construction to proceed with the Sumner Campus housing project at a guaranteed maximum price of $1,639,997.

The motion was seconded by Gary Wilson and the following votes were cast:

Chair Wilson Aye Trustee Sanderholm Aye Vice Chair Zimmerman Aye Trustee Swan Aye Trustee Abrams Aye Trustee Graham Aye Trustee Foster Aye

Motion carried.

41 V. Consent Agenda

X. Discussion Agenda

A. College Credit Card Limits Union State Bank needs authorization to increase our current corporate credit card limit from $50,000 to $75,000 to accommodate the current credit cards we have with RCB Bank. We are moving all college credit cards to Union State Bank: • Dr. Rittle $10,000 • Dr. Schoon $10,000 • Jody Arnett (travel) $10,000 • Athletic Director $20,000 • Athletic Cards (qty 10 @ $2,000 each) $20,000 • College Cards (qty 5 @ $1,000 each) $5,000

Gary Wilson Introduced and moved the adoption of the following resolution:

RESOLVED, that the Board of Trustees approves the increase to our College corporate credit cards from $50,000 to $75,000 to accommodate the current credit cards we have with RCB bank. Credit cards will be transitioned over to Union State Bank.

The motion was seconded by Dr. Steve Abrams and the following votes were cast:

Chair Wilson Aye Trustee Sanderholm Aye Vice Chair Zimmerman Aye Trustee Swan Aye Trustee Abrams Aye Trustee Graham Aye Trustee Foster Aye

Motion carried.

B. Lease Purchase Agreement Advisability Resolution – Sumner Campus Housing Project Chair Wilson requests Board approval to enter into a Lease Purchase Agreement with funding through Conditions of Participation for the Sumner Campus student housing project.

Gary Wilson Introduced and moved the adoption of the following resolution:

RESOLVED, that the Board of Trustees adopt Resolution No. 082321 as amended, determining the advisability of acquisition of an educational facility by the execution and delivery of a lease purchase agreement.

The motion was seconded by Glennis Zimmerman, and the following votes were cast:

Chair Wilson Aye Trustee Sanderholm Aye Vice Chair Zimmerman Aye Trustee Swan Aye Trustee Abrams Aye Trustee Graham Aye Trustee Foster Aye

Motion carried.

XI. Other Business

Chris Swan requested the Board discuss scheduling a future Board meeting at the Sumner Campus. 42 V. Consent Agenda

Gary Wilson introduced and moved the adoption of the following resolution:

RESOLVED, that the Board of Trustees hold their September 20, 2021 meeting at the Sumner Campus in Wellington.

The motion was seconded by Dr. Steve Abrams and the following votes were cast:

Chair Wilson Aye Trustee Sanderholm Aye Vice Chair Zimmerman Aye Trustee Swan Aye Trustee Abrams Aye Trustee Graham Aye Trustee Foster Aye

Motion carried.

Chris Swan also mentioned prioritizing remediation of the live bats in the upper levels of the Ireland Hall building.

XII. Adjournment

With no other business to be considered, Chair Wilson declared the meeting adjourned at 7:20 pm.

Tiffany Vollmer Board Clerk

43 V. Consent Agenda

Meeting of the Board of Trustees Cowley College

September 20, 2021

V. CONSENT AGENDA

B. Financial Reports Copies of the Financial Reports for the month ending August 31, 2021 are enclosed. These reports have been reconciled by the Treasurer of the Board of Trustees and reflect an accurate accounting of the revenues and expenditures for the month.

44 V. Consent Agenda

MEMORANDUM To: Cowley College Board of Trustees

From: Holly Harper, Vice President of Finance and Administration

Date: September 15, 2021

Re: Financial Report for Month Ending August 31, 2021

Please find the financial reports for the month ending August 31, 2021, attached. The financial reports are an internal management report to compare actual financial activities to the approved budgets, strategic priorities, and financial policies for the fiscal year. Operating Fund does not include the Auxiliary and Capital Outlay Funds’ revenues and expenditures.  Revenues o State Appropriations- increased 1% or $52,089 from other State funded grants. o Ad Valorem Taxes – first deposit in September for fiscal year o Tuition and Fees – tuition is flat and fees are down 2% or ($31,177) o Other Local Income –interest income down $1,655. We are still feeling the impact of COVID on earnings potential in the market. o Miscellaneous Income – compared to the prior year we are down $503,397. We will draw down more HEERF funding in future months as we did last year around this time. Expenditures o Salaries and Benefits – increased $240,136 year-over-year after a 2% COLA retroactive adjustment was applied in March and a 1% wage adjustment to staff in July. o Rent/Lease – remained flat o Contract Services – increased $78,252 year-over-year due to the purchase of Snowflake and Tableau licensing for data research for the year as well as our chat bot feature for our webpage. After the retirement of a custodial staff member, we moved our northern campus cleanings to contract services. o Marketing – increased $22,078 year-over-year for additional online campaigns for the Fall semester and the online redesign project. o Instructional Supplies – increased by $36,002 as our athletic programs are back in full swing with competition as well as full classrooms. o Risk Management & Insurance – Increased $89,978 compared to prior year since we paid the athletic insurance in July rather than in September of 2020. o Capital Outlay – spending up $384,501 from prior year as we are paying for dirtwork and turf for athletic fields.  Profit/(Loss) o The College has a profit of $4,189,780 for 2021-2022.

Wellington Campus Project - To date, $2,648,358.84 of the general fund was used to complete the project. The College’s general fund has been reimbursed $1,200,000 from the residual sales tax revenues (annual sales tax revenues less annual debt service payment).

45 V. Consent Agenda

COWLEY COUNTY COMMUNITY AND VOCATIONAL TECHNICAL COLLEGE COMPARATIVE SUMMARY REVENUES AND EXPENDITURES FOR MONTH ENDING August 31, 2021

2021-2022 Actual % YTD Budget YTD Actuals % of Budget YTD Actuals Inc/(Dec) vs. Inc/(Dec) YTD Actual FYE 2021-2022 Thru 08/31/21 Remaining Thru 08/31/20 2020-2021 vs. Prior YTD 2020-2021 (a) REVENUES State Appropriations$ 8,549,927 $ 3,725,453 56%$ 3,673,364 $ 52,089 1%$ 8,373,802 Ad Valorem Taxes 5,927,433 - 100% - - 5,927,432 Tuition 4,200,856 2,057,504 51% 2,054,060 3,444 0% 4,273,495 Fees 3,763,723 1,652,663 56% 1,683,840 (31,177) -2% 3,495,981 Other Local Income 325,071 28,278 91% 29,933 (1,655) -6% 121,353 Miscellaneous Income 2,550,000 403,520 84% 906,917 (503,397) -56% 788,427 Total Revenues$ 25,317,010 $ 7,867,418 69%$ 8,348,114 $ (480,696) -6%$ 22,980,490 EXPENDITURES Faculty - FT 3,203,340 503,088 84% 440,701 62,387 14% 3,199,986 Faculty - PT 1,335,145 127,907 90% 131,839 (3,932) -3% 1,348,384 Administration - FT 933,380 178,878 81% 175,233 3,645 2% 1,072,588 Staff - FT 5,432,267 953,509 82% 802,940 150,569 19% 5,085,699 Staff - PT 349,870 35,367 90% 32,955 2,412 7% 281,715 Student Worker - non Fed WS 65,000 10,179 84% 5,833 4,346 75% 80,591 Employees Benefits 2,372,862 365,128 85% 344,419 20,709 6% 2,252,536 Sub-total Salaries$ 13,691,864 $ 2,174,056 84%$ 1,933,920 $ 240,136 12%$ 13,321,499 Employees Development 101,769 5,147 95% 5,684 (537) -9% 38,110 General Supplies Expenses 113,395 10,884 90% 2,748 8,136 296% 72,671 Travel and Vehicle Mileage 267,589 11,198 96% 7,165 4,033 56% 112,916 Rental/Leases including Facilities 158,500 26,075 84% 26,000 75 0% 158,000 Contract Services 1,281,165 315,027 75% 236,775 78,252 33% 1,057,984 Marketing 206,517 77,168 63% 55,090 22,078 40% 170,172 Other Departmental Expenses 1,040,791 113,834 89% 88,863 24,971 28% 890,970 Instructional Materials and Supplies 810,722 82,662 90% 46,660 36,002 77% 746,859 Maintenance and Repairs 407,948 35,115 91% 43,297 (8,182) -19% 364,711 Risk Management and Insurance 435,500 237,538 45% 147,560 89,978 61% 370,535 Utilities 790,777 136,966 83% 146,743 (9,777) -7% 764,829 Bond Debt Services excluding Dorms (b) 450,000 - 100% - - 318,270 Capital Outlay 2,915,550 451,968 84% 67,467 384,501 570% 1,189,947 Scholarships 1,950,000 - 100% - - 2,011,555 Mandatory Match (Federal) 85,000 - 100% - - Contigency/Transfer to Other 609,923 - 100% 14,632 (14,632) -100% 207,398 Total Non-Salary Expenses 11,625,146 1,503,582 87% 888,684 614,898 69% 8,474,927 Total Expenses$ 25,317,010 $ 3,677,638 85%$ 2,822,604 $ 855,034 30%$ 21,796,426 REVENUES H/(L) vs EXPENSES -$ $ 4,189,780 $ 5,525,510 $ (1,335,730) -24%$ 1,184,064 (a) After 2nd Trial Balance that goes to the auditors for audited financial reports, but before 2019-2020 end-of-year audit adjustments for accrued expenditures. (b) Excludes any Auxiliary Fund, Federal Fund, COM Fund, and Sumner Campus Construction Project activities including the debt service for housing/dorms. (c)Tuition and General/Other Fees are on the accrual basis; all other line items are on cash-basis.

46 V. Consent Agenda

Notes to the Financial Report for the month ending August 31, 2021

» Cash and Investments Cash August 2020 August 2021 RCB - Operating 7,031,746 7,230,105 RCB - Flywire 55,181 5,000 RCB - Wellington 485,056 311,180 Union State Bank-Federal Grants 9,285 24,413 Union State Bank-Operating - 5,382 Sunflower – Wichita 5,000 5,000 Carson Bank – Mulvane 6,081 5,000 Total Cash 7,592,349 7,586,080

Investments Maturity Days Rate USB 27440 8/13/2020 90 0.100% 500,000 LT - FHLB 313370US5 9/11/2020 730 2.58% 804,526 - SEB 16121180 10/18/2020 365 1.51% 850,009 - RCB - 1024413663 11/20/2021 365 0.10% 1,000,000 USB 27872 12/18/2021 365 0.10% 1,000,000 LT - US Treasury 912828ZG8 3/31/2022 414 0.06% 1,000,000 1,000,000 SEB 16121304 4/21/2022 365 0.45% 1,000,595 LT - FHLB 3134GV5E4 7/8/2022 730 0.27% 1,000,000 1,000,000 LT - FFCB 3133EMMV1 1/13/2023 730 0.13% 513,926 510,000 LT - FFCB 3133EMQH8 2/10/2023 730 0.11% 1,620,516 1,619,085 Total Investments 6,288,976 7,129,680 Total Cash and Investments 13,881,325 14,715,759

47 V. Consent Agenda

Cowley College Balance Sheet by Fund As of August 31, 2021 Current and Loan Funds Plant and Bond Funds Restricted & Investment in Unrestricted Auxiliary Loan Funds Agency Total Unexpended Plan Total All Funds Funds 11, 12, Fund 62, 65, Assets 13, 14 Fund 16, 17 Funds 20-29 Fund 76 Fund 61 Fund 67 66 Cash & Cash Equivalents$ 4,037,858 $ 2,320,203 $ 24,413 $ 199,671 $ 6,582,146 $ 695,852 $ 311,180 $ (3,098) $ 7,586,080 Investments 7,129,680 7,129,680 - 7,129,680 Accounts Receivable 5,491,634 62,710 5,554,344 8,427 - - 5,562,771 Inventory - - - Due from Other Funds * 1,581,052 977,074 116,915 50,158 2,725,199 - 2,725,199 Prepaids 139,100 139,100 - 139,100 Capital Assets - - - 30,974,164 30,974,164 Total Assets 18,379,323 3,297,278 204,038 249,830 22,130,467 704,278 311,180 30,971,066 54,116,993

Liabilities & Fund Balance Accounts Payable 662,403 94 66 662,563 - - 662,563 Accrued Liabilities - - - Funds Held For Others - - - - - Due to Other Funds - 124,698 2,600,501 - 2,725,199 Debt and Longterm Lease ------6,503,976 5,871,142 12,375,118 Total Liabilities 662,403 94 - 66 662,563 124,698 9,104,477 5,871,142 15,762,880

Fund Balance (Net Assets) 13,527,141 2,317,418 228,377 199,605 16,272,540 704,278 (8,505,975) 25,099,924 33,570,768

Revenues 7,867,419 1,753,741 1,373,632 - 10,994,792 - 130,251 - 11,125,043 Expenses 3,677,639 773,975 1,397,971 (50,158) 5,799,427 124,698 417,574 - 6,341,698 Revenues H/(L) vs Expenses 4,189,780 979,766 (24,339) 50,158 5,195,365 (124,698) (287,322) - 4,783,345

Total Liabilities & Fund Balance$ 18,379,323 $ 3,297,277 $ 204,038 $ 249,830 $ 22,130,468 $ 704,278 $ 311,180 $ 30,971,066 $ 54,116,993

* Due from Wellington Sales Tax and Grant Funds

48 V. Consent Agenda

COWLEY COLLEGE - SUMNER CAMPUS WELLINGTON PROJECT CONSTRUCTION PROCEEDS as of August 31, 2021 Cash/Revenues/ Revenues/ Total Cash/Revenues/ Expenditures Expenditures Total Revenues/ Expenditures to Date from to Date from 10-Year Budget Expenditures to Date from Sales Tax & College's to Date (a) to Date COPs/Bond (b) Other Revenues (c) General Fund (d) Source: Proceed from: Cowley College Certificates of Participation (COPs) 8,828,906 8,828,906 8,828,906 Total Proceeds from COP 8,828,906 8,828,906 8,828,906 - - Sales Tax Revenues ( 10 YEAR PROJECTIONS) 14,040,000 5,958,544 5,958,544 Interest Earned of COPs/Bonds/ Sales Tax Revenues 140,000 116,078 89,027 27,051 Fundraising/Donations for Equipment 329,950 141,000 141,000 Other Investments - Great Western Dining 250,000 25,000 25,000 Repay college for Completion of Construction, etc. 2,648,359 1,200,000 - 1,200,000 Total Sources Available for Project 26,237,215 16,269,528 8,917,933 6,010,595 1,341,000

Uses: Costs of Issuance 99,529 88,035 88,035 Construction Costs of Campus Land Cost - Title Insurance 5,148 5,148 5,148 Architectural Services incl' Engineering & Others 736,514 736,513 691,527 44,986 Construction at Guaranteed Maximum Price w/Utilities 8,526,000 8,495,944 7,772,134 723,810 Furniture, Fixtures, and Equipment (FFE) 2,513,755 2,132,193 252,630 1,879,563 Signage and Wayfinding plus Naming Signage 105,600 105,599 105,599 Other Projected Expenses 5,508 297,424 360 297,064 Other Expenses - Great Western Dining 200,900 200,900 200,900 Debt Services on COPs 9,988,455 3,998,398 3,998,398 Banker's Management Fee & other bank fees 25,000 5,552 2,500 3,052 Repayment to College for Completion of Construction 2,648,359 1,200,000 1,200,000 Contingency 1,382,447 - Total Uses 26,237,215 17,265,707 8,917,933 5,699,414 2,648,359

Net Available for Project - (996,178) - 311,180 (1,307,359) a) This 10-year projection does not include tuition and fees, state appropriations, and operating costs and staffing of the campus. Those are included the in College's operating budget. b) COPs/Bond from SBKC Project Account 1631900 included project expenditures, bond proceeds, interest earned not including realized gain/loss of market to book portfolio value. c) Sales tax revenues and other fundraising revenues received and deposited into RCB- Wellington account and other expenditures (equipment and adm cost) will hit against. d) Expenditures coming out of college's general fund to be repaid by residual sales tax revenues and fundraising donations.

49 V. Consent Agenda

Meeting of the Board of Trustees Cowley College

September 20, 2021

V. CONSENT AGENDA

C. Bills and Claims A list of the Bills and Claims for the month ending, August 31, 2021 is provided for the Board member designee for review. Specific information concerning the vendor, purchase order, and cost is provided. The actual purchase orders with all supporting documents are available for inspection prior to the Board meeting in the Business Office, and will be presented at the meeting upon request of a member of the Board of Trustees.

Upon approval, the designated fiscal officers of the College are hereby authorized and directed to execute payment of all bills and claims as presented herein:

Financial Aid Funds/Student Refund Check $14,543.24 (net $8,438.12). General Operating Activities disbursements $1,767,065.72 (net $1,766,534.29) Federal Funds $17,620.88; for a total written of $1,784,686.60 (net $1,784,155.17).

Additionally, the Vice President of Finance and Administration has provided a reconciliation of the summary written checks of bills and claims to the detailed written checks of bills and claims report for the month ending August 31, 2021. The Vice President of Finance and Administration is, hereby, directed to file the purchase requisitions, purchase orders, and all supporting documents for audit according to the policies of the Board of Trustees, and the Statutes of the State of Kansas.

50 V. Consent Agenda Meeting of the Board of Trustees Cowley College

September 20, 2021

V. CONSENT AGENDA

D. Administrative Reports

Holly Harper, Vice President of Finance and Administration

Finance • HEERF II Federal Funding (Higher Education Emergency Relief Funds) o The College provided $603,357 to students this semester to assist with expenses related to COVID. o The College is eligible to receive $2,089,227 in additional funding for COVID-related expenses. • HEERF III Federal Funding (Higher Education Emergency Relief Funds) o The College will provide $2,576,229 to students this academic year to assist with expenses related to COVID. o The College is eligible to receive $2,304,413 in additional funding for COVID-related expenses. • Financial Audit – auditors were onsite August 18th for the annual financial audit. They are awaiting guidance from the Federal Government on the HEERF funding to complete the audit.

Facilities Maintenance Todd Ray • Turf – Dirt work is complete at the soccer field and in progress for baseball. Softball will follow after baseball is complete. Turf arrived on campus this week and will begin installation on the soccer field in coordination with the dirt work team. • Bus Barn Renovation – Conco completed their portion of the remodel and maintenance in now in the building finishing the project. • Ionizers – The installation of air quality ionizers is complete. The preliminary tests were completed recently and will be used to compare to data once the ionizers are running for a short period in the Brown Center and Webb Brown buildings. • Lodge Roof – Bloyer Roofing is still waiting on materials to begin this project, likely delayed until the end of October. Disruption to the supply chain has caused a delay in materials for this project. • General Campus Updates – Painting and carpet replacement has been ongoing at the AC and Mulvane campuses.

Auxiliary Services

Cowley Bookstore Shannon O’Toole • In August, the Cowley Bookstore was busy with back to school rush. In addition to assisting over 2,400 students at the Ark City Campus store, bookstore employees processed over 800 online orders during the month of August. The Ark City Campus Bookstore enjoyed a 29% increase in sales over August 2020 while the Online Bookstore saw a more modest increase of 10% over August 2020.

Tiger Deli Shannon O’Toole

51 V. Consent Agenda • The new school year is off to a great start in the Tiger Deli. During August, the Tiger Deli saw a 43% increase in sales from August 2020 and a 94% increase over August 2019. The lunch rush from 10am- 1pm continues to be the peak time for the Deli. • Overall, the Bookstore and Deli combined for a 22% increase in sales dollars over August 2020.

Wellness Center Report Gage Musson • When it comes to activity, no other month compares to August at the Ben Cleveland Wellness Center. Complimentary memberships provided to those living in student housing were activated at a rate of more than 150 members in less than a week following Dorm Storm. We welcomed in the change of pace and gust of fresh energy! Keeping things on track, the Cowley Mile received a fresh coat of new paint for its paws. Also in August, L3 conducted a Lunch & Learn titled, “Stretching for Healthy Joints” where Cowley employees filled the Wellness Center’s studio for food, fellowship, and a demonstration of facilitated stretching. Coming soon in September, our wellness teams look forward to offering even more for our students, employees, and members of the community, including the Golden Tigers… times are getting back in shape!

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total 2020 210 152 64 N/A N/A N/A 54 61 52 65 52 68 778

2021 90 77 79 97 65 86 94 99 687

Security and Public Safety Matt Stone no report

Dr. Michelle Schoon, Vice President of Academic Affairs

ACADEMIC AFFAIRS Michelle Schoon  Attended the Spirit Global Logistics Distribution Center open house  Submitted AO-K program application for Carpentry/Construction Trades Program  Received HLC approval for Carpentry/Construction Trades Program

• The Cowley College Perkins grant team received a diverse grant award from the Kansas Board of Regents this week. This award recognizes the multiple activities utilized in Cowley‘s Perkins grant to ensure student success. Perkins Grant coordinator Chris Cannon said “It’s great that the innovative work of our technical education faculty is being celebrated.” • Sedgwick County EMS and Cowley College cosponsored an advanced airway techniques class for the SCEMS paramedics in September. • Phi Theta Kappa, the honors society, has sent out invitations to qualifying students to join this semester. Students must have taken 12 credits at Cowley and have a 3.5 GPA or higher. They have a new advisor, Julianna Smarsh, on the Mulvane campus in addition to Jennifer Rupp on the Arkansas City campus and elected student officers for the year: Carolina Pruss de Abreu (President), Kennedy Johnson (VP of Service), Elise LeGrand (VP of Leadership), and Shelby Fuqua (VP of Communication). Lastly, the Student Pantry, run by PTK members, is now open for the year. The pantry is located right next to the Deli and provides free access to food, toiletries, and cleaning supplies for students struggling financially or without reliable transportation. In its first two weeks, the pantry has been used over 50 times by students, a significant increase over past years.

52 V. Consent Agenda • The Writing Center is open and ready for a new year with a variety of tutoring options to accommodate all Cowley students. Students may work with tutors in-person in the Writing Center or virtually through Zoom. They can also get written feedback on assignments through email. These options allow the Writing Center to assist students from all campuses and those who only take online courses. So far, the Writing Center has been used 30 times by 25 students with about half of the sessions happening virtually.

ACADEMIC AFFAIRS POLICY UPDATES/CHANGES: Policy 253 – Registration and Enrollment: Updated wording to reflect current practice Policy 254 – Adding/Dropping a Class: Updated wording to reflect current practice and align with refund policy Policy 274 – Late Registration Fee Payment – No longer applicable so remove from policy Administrative Procedure 142.00 Theater Etiquette – replaces Policy 183.00

COURSE / CURRICULUM / PROGRAM UPDATE New Program Approval – none In Progress – Precision Agriculture

DIVISION REPORTS

AVP of Academics & Secondary Partnerships Janice Stover • Update/finalization of Fall ‘Late start’ schedule and Winter Session schedule • Spring 2022 Schedule Development • Dual Enrollment Reports • 2022-23 Academic Calendar Prep • IDL Governing Board Meeting • Kansas Deans & Directors Fall Meeting - Virtual Attendance • Academic Special Program planning assistance/Winfield Correctional

Adult Education Kami Moore • The Adult Education Department is starting its preparations for the next session at the end of the month. We have had a large volume of calls for enrolling and starting on September 20, we will start the pretesting and paperwork for those individuals. Our ESL classes started last week and we have 15 students enrolled in that program. We are excited to have such high numbers in our classes and are working on ways to promote the classes in the community.

Registrar Devin Graves None

Library Rhoda MacLaughlin-Ramirez A quick snapshot of Library Activity/Attendance for August 2021 Total Attendance: 2,186 Computer Usage: 1,440 Kansas Room Usage: 12 Reference Questions: 307 Make-up/Proctored Tests: 2 Classes to the Library: 5

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Student Support Services TRIO Program/IMPACT Roxanna James – Director of SSS/IMPACT/TRiO COUNT: Goal = 160 students Currently = 135 • IMPACT carried over 73 students from 2020-2021 and has added 62 new students to date. The goal of 160 must be met by August 2022. • IMPACT began the new fiscal year for the program on September 1, 2021. A new five-year grant cycle begins this year. The total grant for year one is $335,110.00 and is a flat move from last year. The budget covers payroll and fringe, staff training and travel, student events and travel, office and educational supplies, technology upgrades, software, independent evaluation, institutional membership for Trio, and supplemental grant aid for students. The grant pays the institution indirect costs. The institution provides transportation, ten percent of the math and English specialist salaries, payment to the grant writer, IT support, training opportunities, printing capabilities, computer lab and space, and various services.

54 V. Consent Agenda STAFF UPDATE: • This fall, Mike Rosales, Advisor, has arranged five in-person campus visits and one virtual tour to local universities. The schools include Wichita State, Emporia State, Newman University, University of Kansas, Oklahoma State, and Fort Hays State University. Some institutions are still hesitant on group visits or have Covid restrictions. All Cowley students can attend the listed transfer visits. • IMPACT staff has started meeting with students for their once-a-month meeting, clearing up any holds a student might have and checking that their financial aid package is complete. Information given are resources available, finding out their learning style, and their educational goals. • Roxanna James, Director, Loretta Waldroupe, math specialist, and Dianne Flickinger, English specialist, are all taking a turn representing Cowley at the fair booth.

OTHER: • IMPACT kicked off the year with a trip to Camp Horizon. Sixty-three students enjoyed swimming, yard games, covered wagon ride, and roasting hotdogs over a campfire. Many had never roasted a hot dog over an open fire. One student had never had a smore! • IMPACT held a note-taking workshop presented by Roxanna James, director with ten students in attendance.

Workforce & Community Education (WCE) Jennie Heersche Golden Tigers • The Golden Tigers enrollment events in August were a success. Many of our members came out in person to enroll, and we have continued to enroll individuals via phone and email in the past weeks. As of September 14th, we have 204 individuals enrolled in the Golden Tigers program. Our current digital records trace back to 2017, and this semester’s participation is the largest enrolling class the Golden Tigers have had! Our previous record was 157 participants.

• In the month of September, we have 12 classes happening. This includes wellness favorites such as Aerobics, Aqua Fun, and Functional Exercise – all of which are full, with waitlists for Aerobics and Functional Exercise. Other hits this September are Walk with Ease, a partnership with K-State Research and Extension Cowley County, Native American Culture, and Butterflies of South Central Kansas, in conjunction with the Chaplin Nature Center. Yoga in Wellington is gaining traction and has been adding new members every week.

• Our first day trip of the fall took place September 13th. The “Wildlife and Nature” trip took us to Tanganyika Wildlife Park and Botanica Gardens. We started out the day at Tanganyika where we were given a small tour and then everyone on the trip was able to select animal encounters to take part in while they explored the park. Fan favorites were feeding the lemurs, lorikeets, tortoises, and giraffes, along with petting kangaroos. McAlister’s Deli hosted us for lunch, and many of our members got to try it for the first time. In the afternoon, we were given a tour of Botanica Gardens and were able to sample some treats made using ingredients from the gardens. One of Botanica’s newest gardens, the Koch Carousel Gardens, includes the recently restored Joyland wooden Carousel. Those who wanted to were able to take a ride on the carousel which was such a special treat. This was a great trip to kick off the fall with as it had the perfect balance of adventure and education. Everyone enjoyed themselves on the trip.

Marketing, Promotions, and Campus Presence • The WCE department will be representing Cowley College at the Wichita Chamber Business Expo on September 23rd. The booth theme is the Game of Life and features 3 separate tables from School, to B&I, to Retirement (Golden Tigers).

55 V. Consent Agenda Career Center • We served 146 customers in the career center, a 25% increase over July’s number. The total count includes 45 community member interaction, 54 student contacts and 47 community business contacts. Services for community members ranged from completing “My Reemployment Plan” to career assessments. Student utilized career center services and Focus 2 testing. The community business contacts ranged from Job Fair information to job postings. • August was focused on recruiting employers and universities for the September 9th Cowley Student Job and College Fair. All Kansas public universities and three Kansas private colleges and one Oklahoma university have accepted the invitation as well as 20 employers and the Department of Children and Families. • Cowley Workforce and Career Center attended the Cowley 1st job fair with between 90-100 job seekers. Two attendees were referred to college for training and they took placement testing. • Cowley Workforce also presented at new student orientation explaining the resources the career center offers to students as well as the community. • The career center has presented to numerous FYE classes regarding employment practices, social networking and career education.

Winfield Correctional Facility • Anthony has been working directly with inmates and vetting them for our current programs offered at WCF. As of 9.10.21 there are 16 students enrolled: 4 GED, 6 GED & Electromechanical Maint, 6 Electromechanical Maint only. • Anthony is also meeting regularly with Lydia Farley, the KDOC Pre-Release Job Specialist, and will be collaborating to ensure the students are job ready prior to their release.

Business and Industry 1. Western Industries toured our CTE facility on main campus and have shown interest in using the Electromechanical Maintenance curriculum to create Registered Apprenticeships. 2. Wellington Job Fair: Sumner Co Hospital District #1 is breaking ground on new hospital in October and will need more CNA, CMA, Med Tech, etc. 3. Cowley First: discussion about expanding Youth services in Cowley County. Grant opportunity “Juvenile Crime Community Prevention Grant.”

Training • 2021 Workforce Development & Education Summit “The Challenge to Compete” o Workforce Data Trends & Recommendations . 8 Predictions for 2021 & Beyond 1. Affordability will drive increased relocations, but not to low density rural 2. Cluster strength becomes more important due to workforce depth 3. Supply chain targeting will be an increasing priority 4. Climate & health risk rises as a location factor 5. Small business formation records will be set 6. Talent attraction incentive programs explode 7. Workforce shortage will accelerate automation 8. Data analytics will have more and more influence on location decisions (companies & people) o Increasing Registered Apprenticeships o A Local Approach to High Demand Jobs o Crossland Construction: How a KS company took Workforce Development into its own hands 56 V. Consent Agenda o Connecting with Your Future Workforce (Lead 4 Kansas, and Kansas Micro-Internship Program) o Workforce Development and Recruitment Resources

Meetings • KBOR/TEA meetings • KanOkla, Sumner/Cowley Rural Electric Coop, & Cowley College Robotic Challenge 2022 planning meeting • Local Workforce Development Board Programs and Operations meeting

Mulvane Report Julia Jarboe • Attended the Quarterly Chamber Board Meeting on September 2nd. Sponsorship ideas were discussed with the upcoming holiday events. • The Science, Engineering, and Academic Center is participating in the Great Pumpkin & Scarecrow Hunt through the Mulvane Chamber. All business will have a scarecrow displayed in a window for community members to find. Cowley will also have the opportunity to add swag to the winner basket. This is a great way to be active in the community and make Cowley visible!

Distance Learning & Site Management Update Eddie Andreo Report • Universal Access Award Winner – We are once again excited to report that the Distance Learning Team (Eddie Andreo, Associate VP for Distance Learning and Site Management, and Shelby Huddleston, Director of Instructional Technology) was selected as the Simple Syllabus - Universal Access Award Winner for 2021. The Universal Access Award recognizes an institution that has made a commitment to communicating curriculum to their students in an open and accessible format. The institution that receives this award has optimized class syllabi to ensure all students, regardless of disabilities, have an opportunity to consume the information needed to succeed. This is an outstanding recognition of all the effort the Distance Learning Team and the Accessibility Strategic Initiative have accomplished over the past three years! • With the newly integrated and recently launched Simply Syllabus product now in full production for the fall, there have been nearly 641 syllabi published for the fall semester, with an average of 33 views per course syllabi. Our grand total views are over 21,000 (as of 09/13/2021). Simple Syllabus is a standardized syllabus template required to be used by all faculty teaching in each modality offered at Cowley – face-to-face, hybrid, and online. It is a centralized, template-driven platform that enables instructors to quickly personalize and publish interactive class syllabi that also provides a metrics dashboard to support evidence collection campus-wide for accreditation purposes. • In August, Tutor.com saw 27 student sessions and over 12 hours of tutoring in various subjects such as Math, English, Writing, and Computer Science. We continue to see positive feedback on its availability to students. 100% of students utilizing the product state they are glad our institution offers this service and would recommend it to a friend.

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Sumner Campus Board Report Jan Grace Monthly meetings • Wellington City Council • Sumner County Commissioners • Wellington Library Board • Mulvane: Julia and Tim • Sumner campus meeting • AVP/Directors meeting • Academic Affairs (twice a month) • Professional Development planning committee • Marketing meeting • One College/One Vision committee • Caldwell Chamber luncheon meeting • Wellington Chamber coffee – weekly • Rotary – weekly luncheon meetings and activities • KanOkla/Sumner Cowley Electric/Cowley 2022 robotic challenge

Additional meetings • Provide tours of facilities to businesses wanting to reserve rooms for meetings • Schedule/supervise community events held on campus • Set up and close the community room/other rooms after events • COVID 19 Team meetings • Met with City of Wellington/Cowley/Agora/Conco to discuss housing – moving forward

Community room and Eatery o August 23, 2021 to September 20, 2021 . Community use of campus: attendees: 481 . Catered: 201 . Some attendees from non-catered events utilized the Eatery for their lunch Events: • Sumner County Health vaccination clinic on campus – September 16, 2021 • Host for Wellington Chamber Coffee, September 9, 2021

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Kristi Shaw, Vice President of Student Affairs

Enrollment Numbers Fall Enrolled Change Credit Hours Change FTE Change 9/15/2021 2,483 26,158.0 1,743.87 Comparison with the corresponding week of the term Today compared to our short term goal of Friday of the fifth week of classes for 2020 FA 9/18/2020 2,569 -86 27,057.0 -899.00 1,803.80 -59.93 Today compared to the long term goal of the 2020 FA Final Enrollment 2020 FA Final 2,634 -151 27,565.0 -1,407.00 1,837.67 -93.80

Enrollment Management • Monthly Meetings: o Chatbot o Module Managers o Retention Managers o Recruitment/Marketing Meetings • Bi-monthly Meetings: o Enrollment Management / Academics / Marketing / Billing • Misc. o Dorm Storm o KS Promise o AIM Meetings

Signal Vine – Texting Platform Summary of Signal Vine account activity:

Admissions Enrollment • Contacts: 7,760 • Contacts: 6,066 • Opt-In: 5,237 • Opt-In: 5,858 • Messages Sent: 35,980 • Messages Sent: 38,664 • Engagement: 26.1% • Engagement: 24.1%

ChatBot Platform (located in student portal and on Help Desk page)

Usage – Last 30 days

Admissions / Welcome Center – main campus/Ark City • Applications processed – 330 • High school transcripts received – 100 • ACT scores received - 2 • ‘Ask Admissions’ emails that were responded to – 235 59 V. Consent Agenda • ‘Ask a Human’ Chatbot emails that were responded to – 24 • Mailings: Letters – 449 / Postcards – 239 / Flats – 15 / Boxes – 8 / HS Parent Letter - 307

Continue to reach out to students that submit incomplete applications, and work to improve application experience. Continue to book enrollment appointments for students submitting applications.

Recruiting Services Recruiting • Reached out to no-show in-person students • Reached out to online students not logged into classes

Tours • Individual Tours / View books (Main Campus): 9 • Group Tours / View books (Main Campus): 1

Marketing/Recruiting Events • Sumner County Fair Parade • Mulvane Old Settlers Parade • Derby Teacher Luncheon • Mulvane Teacher Expo • Wichita Chamber of Commerce Meeting

Other • Ambassador Training

Arkansas City Main Campus iQueue (walk in traffic / touch points at the main campus / Ark City): • 698 guests logged into iQueue o 34.8% – Financial Aid o 23.8% – Enrollment o 14% – Cowley ID o 5.9% – Assessment Testing o 4.3% – Advising o 5% – Parking Permit o 3.6% – Billing/Payment o 3.0% – Athletic Advisor o 4% – Misc. (Scholarship / Degree Check / Tour) Setmore (Book Appointment Feature): • 189 scheduled appointments o 165 completed o 24 cancelled/no show

New Tiger/Student Orientation Session: August 16 – 329 students enrolled Continue to enroll new students by appointment and walk-ins. Continue to reach out to current students for enrollment.

Athletic Enrollment Information:

Athlete Enrollment Fall 2021 Total Athletes Total Credit Hrs. Sport Total FTE Enrolled Enrolled 60 V. Consent Agenda Baseball 48 721 48.07 (M) Basketball 18 286 19.07 (W) Basketball 16 253 16.87 Cheer 34 504 33.60 Cross Country 30 451 30.07 Dance 21 320 21.33 (M) Soccer 36 574 38.27 (W) Soccer 31 511 34.07 Softball 17 251 16.73 Tennis 28 438 29.20 Track & Field 47 717 47.80 Volleyball 16 240 16.00 Wrestling 33 496 33.07 Totals 375 5762 384.13

Team GPA Spring Comparison (2020 & 2021) Spring 2020 Spring 2021 Sport Difference Team GPA Team GPA

Baseball 3.23 2.83 -0.40 (M) Basketball 2.98 3.05 0.07 (W) Basketball 2.83 2.82 -0.01 Cheer 2.65 2.78 0.13 Cross Country 3.13 3.1 -0.03 Dance 2.84 2.76 -0.08 (M) Soccer 3.05 2.92 -0.13 (W) Soccer 3.13 3.24 0.11 Softball 3.27 3.01 -0.26 Tennis 3.41 3.41 0 Track & Field 2.76 3.03 0.27 Volleyball 3.15 3.03 -0.12 Wrestling 2.02 1.75 -0.27 Overall Average 2.96 2.90 -0.06

Guest Students: Enrolled 16 guest students for the fall semester.

High School Enrollment Information HS Enrollment • Received and processed enrollments for fall, largely concluding fall enrollments. However, some additional late start and second 8-weeks enrollments are expected. o Arkansas City HS: 3 credit hours o Attica HS: 7 credit hours o Belle Plaine HS: 45 credit hours o Caldwell HS: 54 credit hours o Campus HS: 9 credit hours o Caney Valley HS: 3 credit hours 61 V. Consent Agenda

o Cedar Vale HS: 19 credit hours o Central of Burden: 13 credit hours o Chaparral HS: 63 credit hours o Clearwater HS: 32 credit hours o Conway Springs HS: 28 credit hours o Derby HS: 3 credit hours o Dexter HS: 28 credit hours o Larned HS: 3 credit hours o Medicine Lodge HS: 4 credit hours o Mulvane HS: 21 credit hours o Oxford HS: 15 credit hours o Salina Central HS: 6 credit hours o South Barber HS: 6 credit hours o South Haven HS: 18 credit hours o Udall HS: 24 credit hours o Wellington HS: 82 credit hours o Wichita West HS: 3 credit hours o Winfield HS: 125 credit hours o Homeschool: 20 credit hours

• Non-Credit Enrollments o Enrolled 38 Mulvane and 4 South Haven high school students in non-credit Transitional Algebra coursework. These students are anticipated to be enrolled in for-credit College Algebra in the Spring. o New Tiger/Student Orientation (online) for High School Students: 247 students currently enrolled • Held Accuplacer appointments for high school population students. • Attended new teacher events at Derby and Mulvane high schools to provide program and general Cowley information to staff members.

Mulvane SEA Center iQueue (walk in traffic / touch points at the Mulvane SEA Center): • 30 guests logged into iQueue o 47.1% – Enrollment o 11.3% – Assessment Testing o 11.3% – Bookstore o 5.9% – Cowley ID o 5.9% – Financial Aid o 5.4% – Parking Permit o 3.9% – Billing o 9.3% – Misc. (Tech / Scholarship / Other / Graduation / Military) Setmore (Book Appointment Feature): • 71 scheduled appointments o 66 completed o 5 cancelled/no show

New Tiger/Student Orientation Sessions: • August 12 – 13 Students attended • August 12 – 11 Students attended • August 12 – 7 Students attended

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Continue to enroll new students by appointment and walk-ins. Continue to reach out to current students for enrollment.

Sumner Campus in Wellington iQueue (walk in traffic at the Sumner Campus): • 54 guests logged into iQueue o 43.6% – Enrollment o 28.2% – Assessment Testing o 10.3% – General Questions o 7.7% – Billing o 7.7% – Financial Aid o 2.6% – Bookstore Setmore (Book Appointment Feature): • 52 scheduled appointments o 40 completed o 12 cancelled/no show

New Tiger/Student Orientation Sessions: • August 16 – 9 Students attended • August 16 – 12 Students attended

Continue to enroll new students by appointment and walk-ins. Continue to reach out to current students for enrollment.

Wichita Downtown Center iQueue (walk in traffic at the Wichita Downtown Center): • 263 guests logged into iQueue o 46.4% – Enrollment o 19.4% – Other o 15.2% – Assessment Testing o 8% – Cowley ID o 4.2% – Financial Aid o 2.3% – Scholarship o 1.5% – Billing o 3.0% – Misc. (Transcript / Registrar / Tech / Housing) Setmore (Book Appointment Feature): • 155 scheduled appointments o 114 completed o 41 cancelled/no show

New Tiger/Student Orientation Sessions: • August 3 – 3 Students attended • August 9 – 3 Students attended • August 11 – 11 Students attended

Continue to enroll new students by appointment and walk-ins. Continue to reach out to current students for enrollment.

Military Services Cheri Adams, Military Services Coordinator Cowley Catalog sent to State Approving Authority for approval. It was approved on 8/31/2021 by

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State and forwarded to the VA State Liaison Representative for Approval. Still awaiting his approval as of 9/9/2021.

Prepared one letter to VA Counselor for Ch 31 benefits on VA student, with benefits approved.

Processed the invoice in Tungsten for payment to her on supplies. Still waiting on catalog approval to process VA certification for housing benefits.

Prepared email to WSU requesting a guest student approval letter. WSU approved the classes and the student was certified and will receive benefits.

Chapter 33 VA student certifications: 13 Chapter 35 VA student certifications: 11 Ch 1606 military student certifications: 4

Auditing student files, digitalizing the files and shredding files over three years old.

Updating 29 degree plans for fall enrollments; requires new changes due to implementation of Isakson & Roe law changes from the VA to create worksheets for each military student using VA funding to include degree plans, funding, scholarship, and loan plans for entire time military students are attending Cowley College.

Processed one MyCAA military spouse scholarship for fall.

Researched, reviewed, contacted local Navy education office for information to begin working on Navy military articulations. There are 93 enlisted Navy career ratings (job military occupations).

Continue to respond to student communications and monitor student progress.

International Student Coordinator Matthew Nies, International Student Services Coordinator Recruitment/Admissions Admitted 76 new international students for Fall 2021. We had an additional 7 students defer to Spring 2022 due to COVID issues and visa complications. This is our largest freshman class of international students.

Enrollment Current international numbers are 137 students (a 25% increase from last fall) from 49 different countries. We also have multiple students from overseas that are US Citizens, bringing the total number of countries represented on campus to 53.

Ad Astra Currently have 8 students enrolled in 66 hours. I expect an additional 3-4 students in 15-18 hours for the second eight-week courses. We could also see 1-2 students for the Winter Session.

Advising/Retention I currently have 163 advisees enrolled. All advisees have a degree sheet on file and I have personally gone over their degree program with each one of the advisees. I am working with all advisees to help them understand their career options in relation to their degree program. In an effort to better retention efforts, I have asked students to copy me on emails to instructors about missing class or making up work. This will allow me to track students’ communications and

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ensure that they are maintaining their obligations. I have also stressed attendance and reminded international students that attendance is a mandatory condition of their obligations as an F-1 student. I will be sending out warnings this year of potential loss of status due to excessive unexcused absences. My hope is this will spur students to take attendance more seriously and improve retention.

SEVP Updates I completed a review of the Optional Practical Training (OPT) course on the SEVP website to familiarize myself with the program. We currently have 1 student on Post completion OPT, our first ever, and two students will be applying in September to begin in December. Post Completion OPT allows students to accept full-time positions in their field of study to gain practical training. The program lasts for 12 months and student can transfer to a higher degree program or return home to begin their career after completion. It is my intention to grow our OPT program to better serve our international population and to give them expanded opportunities for gaining valuable work experience.

Student Life/Activities The ISO will be holding its first meeting in mid-September. We have some exciting events on the schedule, including working with the Golden Tigers program. Many international students have received their vaccines and they have been very grateful for the assistance provided by the school in getting those vaccines. To my knowledge, over 90% of our international student population has received at least one dose!

Financial Aid Lena Spencer, Director of Financial Aid Aug Stats from Financial Aid Had 297 face-to-face students meetings. Awarded 322 students for 21-22. Sent 243 communications to students regarding their 21-22 files Updated 186 student files for 21-22 Responded to 773 student emails. Answered 412 phone calls.

345 New 2021-2022 FAFSAs

Upward Bound TRIO Program Submitted by: Liz Shepard – Director of UB 2020-21 Grant Award: $ 312,480.00

August It was a time of restructuring the Saturday Academies and looking at new topics and destinations for the 2021-22 Academic Year. Our dates are set and the fall Saturday’s are planned. Our new budget was set from the Department of Ed. Our new Academic Coordinator, Dereck Hutchison, started and hit the ground running.

Our first Saturday Academy took place on August 28th. We introduced the new students from the summer, as well as Dereck. We then went to Wichita to The Old Cowtown Museum and at lunch at Chicken N’ Pickle. After, we came back to Campus and the students went home.

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COUNT Goal: 63 students Current: 63 Pending: 0

Counseling Submitted by: Ashley Demaree 20 Counseling cases have been opened so far this school year

In August, the productivity rating for the Student Life Counselor has been 96% (100% productivity is calculated as two-thirds of available time [after meetings, presentations, trainings, preparation, etc.] being invested in providing direct services to the students of Cowley College.) The goal for the 2020- 2021 academic year is a cumulative rating of 95% or better.

Activities in August included: attending staff meetings on 9/4 and 9/18, planning for Suicide Prevention week, managing the FYE AlcoholEDU and SAPU trainings, attending Welcome Back day on 9/13, working on a questionnaire for all students regarding their physical and mental health, reaching out to students via phone/email, researching resources for students, opening new charts, closing charts, consulting with parents, staff, coaches, advisors and faculty; and providing ongoing services to students.

Upcoming activities: Suicide Prevention week Sept 6-11

Health Services Submitted by: Lacey Kennedy 35 Total visits 35 Student visits 0 Staff visits 1 student referred to the Ark City Clinic/CC Health Department/Westside Community Clinic for further evaluation 2 students seen by the PA/Physician on campus 10 TB tests performed 5 Covid tests provided

Student Life Submitted by Peyton Cravens, Director of Student Life August Activities August 15th- Free Swim- 159 August 16th- Orientation- 333 August 16th- Clubs/Activities Fair- 270 Penguin ParadICE Snowcones- 254 August 17th- Hypnotist- 275 August 18th- Welcome Back Bash- 300 August 19th- Back to School Dance- 300 August 20th- Free Movie Night- 181 August 24th- Intramural Ping Pong Tournament- 80 August 26th- Sidewalk Chalk to promote volleyball game- 9

Other • Attended L3 Meeting on the 3rd • Hosted Theme Night Meeting on the 4th • Spoke at RA Training on the 9th • Orientation planning/walk through

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• Attended Cowley Site Tours on the 12th • Assisted with Dorm Storm on the 14th • Assisted with planning Vaccination Clinics • Student Mental Health Survey Meeting • Suicide Prevention Week planning • Attended L3 Stretching for Healthy Joints • Dodgeballalah Planning Meeting • Planned for Student Senate Meetings • Planned for Student of the Month

Marketing Abby Morris, Director of Marketing Active Campaigns & Recent Key Projects

EDU Complete Redesign We have completed our Meet & Greet with the entire iFactory team. Next steps are to initiate either stakeholder interviews and prepare a user survey that would launch the end of September. Additionally, we are working with Modern Campus to identify any new functionality that needs to be worked into the licensing agreement with the proposal date to go active in January of 2022.

Fall Campaign The Fall Campaign was completed at the end of August which began June 30th for most initiatives. The content message was surrounded around the Kansas Promise, three key academic program areas, four key online academic program areas and general brand awareness. Elements of the campaign included digital means such as geo-targets, Google Search, social media and Spotify along side an increase in radio and television buys. Measurable Outcomes: New Applicant Volume grew from 1397 to 1992 for the current academic year between the dates; gaining 346 new students for Fall.

Cowley Online Web Redesign During August we completed digital campaign for four online program areas – Nondestructive Testing, Milling, Medical Coding, and Business Administration. Web traffic was strong to those four landing pages and reporting from Academics states that most areas were reporting strong in enrollment. Later in the campaign we shifted strategy to online general educations coursework. Measurable Outcomes: Below is an image stating the impressions, cost and Click-thru rate. Final Enrollment will be sent to cross check ROI now that we are beyond census date.

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CowleyGo Updates Users as of 06/15 Users as of 07/13 Users as of 08/12 Users as of 09/09 iPhone: 2,286 iPhone: 2,375 iPhone: 2469 iPhone: 2814 Android: 1,438 Android: 1,434 Android: 1460 Android: 1559 Total: 3,724 Total: 3,809 Total: 3,929 Total: 4,373

CowleyGo Report – August 2021

Google Analytics The links provided below allow you to interact with the comparable website data for the month of August 2020, August 2021 and also projections of September traffic based on last year’s trends.

August 2020 – https://datastudio.google.com/reporting/874ef188-991e-4f7b-b942-33b74f2bdf10 August 2021 – https://datastudio.google.com/reporting/5fbe349e-7008-4d3e-8113-d1e6463e10a5 September 2020 - https://datastudio.google.com/reporting/874ef188-991e-4f7b-b942-33b74f2bdf10

Data Overview: Keep in mind that as of July 2021, analytics for online.cowley.edu were tracked as a separate entity post the redesign of Cowley Online. During August there were 4,500 new users to

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Cowley Online with 2,900 coming from referral indicating the health of the paid campaign. The landing pages were in the top four ranking for Cowley Online with Medical Coding having 777 users during the month. There was a 1% increase in referral traffic year over year.

August 2020, (Pg. 1)

August 2021, (Pg. 1)

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August 2020, (Pg. 2)

August 2021, (Pg. 2)

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Cowley Online Page Report – August

Paul Erdmann, Vice President of Information Technology

Student Information System • Changed the SSRS report “SSRS Kansas Promise Report” for tracking students • Upgraded JICS (Tiger Connect) to release 9.4 with patch 8 along with Retention 7.2.1 and eLearning to 2.6.0 with patch 8 • Changed the SSRS report “Admissions_AIM_APP_Detail” to add a new field (candidate type) • Researched/fixed a Book Scholarship issue as it wasn’t working on the extract to the bookstore. • Created new SSRS report “Impact Students Courses” that can be run for the year to pick on the report. • Created new SSRS report “Book Scholarship Check” to help with checking that students are coded correctly • Changed FERPA form by adding DOB, as SSN can’t be required, and more information is needed to see if students were in our system already • Created new SSRS report “Tuition Scholarship Check” to help with checking that students are coded correctly • Worked with phone provider to resolve issue with long distance dialing issues • Spent significant time configuring Zoom Rooms (IDL Rooms) after upgrade, scheduling classes, learning operation of new equipment and sharing that information with instructors. Currently all classes connected to a Zoom Room are automatically connecting as they should

One Time Information Requested • Business office request to clear fields for digital access and bookstore sales tax (on course master) for 2021-FA • Financial Aid needed a report for the auditors of 2020 students that took online courses • Director of Accounting wanted to know last day of attendance for a certain set of ID’s for auditors. • Created an excel extract of all students for 2021-FA to be loaded in software package for the library • Helped business office with a new Infomaker report (baseball players and HS GPA). • Helped admissions with addresses for a particular list of ID’s in the system • Helped admissions Rep with a new report “SSRS Sport tracking absent report” – Unexcused_absent_report • Admissions/Advising Coordinator requested some data on Wellington HS currently enrolled and class information due to the school had to close temporarily because of COVID • Worked with Business office to update a certain field in J1 for Nelnet 2021-FA • Scholarship Coordinator needed some information on a list of students she provided 71 V. Consent Agenda

• Associate Vice President of Academics & Secondary Partnerships wanted some information if a certain course was coded with a certain value • Associate Vice President of Academics & Secondary Partnerships copied course to start setting up 2021-SP and needed some data cleared after the copy • Director of Institutional Effectiveness requested detail of HS loc check summary report (SSRS process) • Academic Department Specialist requested a list of faculty, staff and students to update the ticketing program for 2021-FA • Associate Vice President of Academics & Secondary Partnerships wanted some information on HS 2021-FA and their courses for information she needed to report • Director of Institutional Effectiveness provided me a list of ID to update a field in J1 for data gathering (HS graduation date) • Provided list of all current students, faculty and staff to be uploaded in the Follett library system • Provided list of all currently enrolled students to Campus Safety for them to upload into Omnigo • Researched legacy student information in PX for Registrar’s office

Miscellaneous • Request from online team to change the simple syllabus extract date format • Added financial aid to start receiving a Kansas Promise email report • Worked with Director of Accounting on access to budget module, and worked through resulting issues • System issue on recalculating advising on a student after graduation and no active degree row. Manually updated the flag so error messages would stop • Upgrade to JICS 9.4 made information going out (new students and FERPA forms) not show the password to get into the system. Worked through issue to change the process to provide a link for them to use to create a password. • Revised email template for new account messaging explaining new process to create their own password.

Projects being worked on • WiFi live audio feed in gym – Completed • Zoom Conference Room Equipment Installation (Webb Brown) – In progress • ABE/GED lab computer and monitor installation – Waiting on furniture • Rec Building/Bus barn network and fiber installation - Upcoming • Underground computer lab network rewiring – Upcoming • Winfield Correctional Facility installation/configuration – In progress

Debbie Phelps, Executive Director of Institutional Effectiveness

Kansas Board of Regents (KBOR) • Annual Year Collection (AY Collection): The 2021 Annual Year Collection was completed and certified by the President on September 9th. A broad look at some of the data submitted by Cowley College is contained in the dashboard images below.

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• Fall Preliminary: The Fall Preliminary data collection opened on September 6 and closes on the 24th. This annual collection includes a reporting of the students who are enrolled on the fall’s

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census day and meet the Collection’s rules. The College’s census day for 2021 fall was Tuesday, September 14th and the data is ready for submission, pending review. The information for Cowley College, along with the State’s other community colleges, will be released as part of a press release from the Regents later in September or early October. A quick look back at the impact of the COVID-19 pandemic on enrollment in Kansas shows an average FTE loss of -9.86% for the community college sector when comparing 2019 fall to 2020 fall.

2020 FA FTE Year over Year FTE Change 2019 to 2020 Dodge City Community College 1,034 -0.8% Hutchinson Community College 3,001 -3.4% Colby Community College 855 -7.1% Allen Community College 1,283 -7.7% Butler Community College 4,523 -8.5% Highland Community College 1,316 -9.4% Neosho County Community College 1,055 -9.5% Independence Community College 555 -10.0% Coffeyville Community College 1,165 -11.4% Barton Community College 2,293 -12.1% Garden City Community College 1,220 -13.2% Labette Community College 867 -14.4% Cloud County Community College 953 -14.6% Seward County Community College 999 -14.9% Kansas City Kansas Community College 3,003 -15.2% Fort Scott Community College 1,030 -15.8% Johnson County Community College 8,055 -18.5% Pratt Community College 842 -2.2 Cowley College 1,772 +1.3%

• KS Promise Scholarship Act: The first data collection of information associated with the new Kansas Promise Act will be collected and submitted by the IE Office by the deadline of November 30. This data collection is a “dry run” reporting for all participating institutions in Kansas and will include information on all students who apply, both those who accept the scholarship and those who do not. We have 41 students currently awarded with approximately a dozen that have been offered and we are waiting on paperwork to be officially signed.

IPEDS • Fall Collection: The federal reporting for the fall collection opened earlier in the month. Cowley College’s information for the Institutional Characteristics and Completions surveys is complete and locked; the information for the 12 Month Enrollment Survey will be submitted and locked by the federal deadline of October 13.

Strategic Planning The campus worked during the recent fall in-service to complete a SWOT analysis and identify strategic issues facing the College in the next three to five years. The next step, identification of the top strategic issues, will take place later in the month. A shared governance process will be implemented through the identification of three groups: administration; Director and Department Chairs; and employees and faculty. A sample of trategic issues identified include:

• Strategic Issues Related to Community

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o How can we bring in more local students? o How can we improve the number of Cowley County residents who have an Associate’s degree or higher if our population is declining? o What can the College do in terms of more/better community outreach? What have we lost in the past 15-20 years that we used to do? • Strategic Issues Related to Student Success o How do we nurture those (students) who continue to fall into academic probation? o How do we increase people and resources to increase student success in remedial education? o How can we honestly and transparently help students complete and finance their degree “on time”? o (Strengthen) Relationships with our 4-year institutions; need more partnerships to make it easier to transfer • Strategic Issues Related to Diversity, Equity, and Inclusion o How can we improve communication to diverse populations to better serve them and non- traditional students? o How will we increase diversity among college leadership and student leadership? o How can we as an institution come together and embrace differences? • Strategic Issues Related to Infrastructure o How can we make better use of our facilities? o How can we proactively make campuses physically accessible? • Strategic Issues Related to Employee Satisfaction o To care for others sic (students) we must first care for ourselves. Commit to meaningful employee experiences. o Do we have enough time to be innovative and visionary with having such a light staff? o How can we grow training opportunities with limited staff and funding options? • Strategic Issues Related to Organizational Strength o How do you reconcile the bureaucracy with the need to adapt quickly? o How can employees become more aware of the rationalizations and biases that negatively impact decision making? o How do we brand ourselves as unique among so many community colleges and technical schools? What is our brand? • Strategic Issues Related to Revenue Streams o How can we locate more funding sources other than enrollment and taxes? o How do we acquire the resources necessary to ensure all programs are equitable in quality and is competitive to outside programs? • Strategic Issues Related to Academic Programming o How do we ensure we are providing programs which specifically address local needs to grow and improve local economic sustainability advance community educational growth? o Target more STEM • Strategic Issues Related to Enrollment o How do we get more Wichita Metro to Mulvane Campus? o How do we increase the number of recently graduated local students if they were told they were not college material during high school? o How can we meet the needs of adult learners if we continue to structure our schedule around the traditional 16-week schedule? Can we offer fast track versions of degrees so the learning is compacted into continuous 8-week sub-terms? o How can we increase awareness that Cowley College isn’t just for recent HS graduates? (target non-traditional students and advertise Kansas Promise Scholarships)

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Jason O’Toole , Athletic Director

Tiger Athletics • All of our athletic teams are off to a good start and looking really strong. • Men’s and Women’s Soccer teams are undefeated and ranked nationally. • Our Cowley volleyball team is undefeated and ranked number two in the nation at the Division II level. • Men’s and Women’s Cross Country teams have had a couple strong finishes at both their meets so far this season. • Turf project is slowly but surely moving along. The turf for the soccer and baseball fields have been delivered. The dirt work is not complete so it is causing completion times to be delayed. • Tiger Booster Club internal and external Blitz Drives are nearing the end for this year. We are currently right at $62,000 for the year in donations. Last year’s total was $46,000 and the three previous year’s totals averaged $52,500. We are pleased and thankful for all of the support that we have received from our community to make this year such a success.

Housing Lynlea Bartlett - Director of Housing

August 2021 2020 2019 Building Occupied Available Occupied Available Occupied Available Central Ave 103 104 102 104 104 104 Docking 95 96 84 96 88 96 Dale 86 86 78 86 85 86 Kimmell 67 72 69 72 68 72 Storbeck 74 76 76 76 76 76 The Lodge 47 66 26 66 40 66 Totals 472 500 435 500 461 500 % Occupancy 94.4% 87.0% 92.2%

- 9 students paying for a single room - Housing Department prepared for Dorm Storm - Housing worked with coaches and leaders on campus or early arrivals - Housing is working with the Nurse & Athletics to complete any COVID needs - 2021-22-Resident Assistants arrived on campus to begin training - Housing staff attended Welcome Back In-Service - 8/14/2021 – Dorm Storm – All resident move-in - 8/14/2021 – Individual dorm buildings conducted meetings - 8/16/2021 – Housing participated in the Club & Activity fair

Julie Rhoads, Faculty Liaison

• Frank Owens, Director of Criminal Justice: Frank has begun instructing the Winfield Police Department Citizen Academy Program which meets every Thursday evening for the next 12 weeks. This is the 14th year but over the last three years Cowley College has developed a stronger partnership with this program. The academy program course is held at the Winfield Cowley site.

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Fifteen CJ students are assisting with security duties during the Bluegrass Festival in Winfield. This partnership started about three years ago when they reached out to us, and they have requested our assistance ever since. It is a great learning experience for our students.

New Mentoring Program for CJ Students – Called “The 6” to target retention rates in the CJ program. It will utilize previous students who still have strong attachments to the program and pair them with new students, so they have someone to lean on, get advice or help from, lead them to job openings and even do things like ride alongs to encourage current students to stay and complete the program.

• Lindsey Allen, Vocal Music Instructor: Sang the National Anthem at the community 9/11 Memorial Ceremony held in Ark City.

• Amy McWhirt, Humanities Instructor, and Debbie Phelps Executive Director of Institutional Effectiveness: These two have been participating in the KBOR Community and Technical College roundtable with the Regents Universities Chief Diversity Officers monthly since last spring. • Meg Smith, Director of Mass Communications: Represented the Humanities and Communication department programs at the Kansas State Fair.

• Janet Davidson, Director of Child Care & Development; Joe Clasen, NDT Lead Instructor; Brooke Istas, Math Instructor: Attended the Kansas State Fair to promote the college and their perspective programs.

• Marlys Cervantes, Instructor and Humanities Department Chair: She will be representing Cowley College and the Humanities programs at the Kay County Fair this week.

• Marlys Cervantes, Humanities Instructor & Department Chair, and Ryan Doom, Humanities Instructor: Took ten Creative Writing students to My Media Matters, a marketing agency that designs, builds and hosts websites, provides social media management, graphic design, real estate photography, drone services, and more, to hear owner and innovator Kelsey Wagner discuss the growth of her company and the importance of writing in all professions. Wagner has agreed to serve on the Humanities and Communication Advisory Council.

• Julie Rhoads, Director of Education, and Janet Davidson, Director of Child Care & Development: They were asked to present to classroom assistants/paras in the USD 470 Head

Start program regarding course offerings available at Cowley College to meet federal guidelines for workforce credentialing.

• Julie Rhoads, Director of Education: Is offering the following training for faculty and staff through the month of September. Advising the Education Major to ensure students complete not only their AA requirements for Cowley, but the transfer requirements as future teachers.

A review of the Master Agreement to ensure newer faculty members understand the items related to job expectations and the negotiation process.

• Julie Rhoads, Director of Education; Frank Owns, Director of Criminal Justice; Matt Stone, Head of Security: Offering a shortened version of ALICE training to Education Majors on campus to better prepare Education Majors for potential threats in schools while working as paraprofessionals or volunteering as part of the Education program.

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• Nick Albrecht, Director of Theater: Attended the week-long Broadway Teachers Workshop - taking workshops with Broadway actors, directors, producers, and designers.

Nick was invited (and accepted) to become a member of the Ark Valley Players board.

• Julie Rhoads, Director of Education: Michelle Dory with USD 465 Special Education Cooperative visited the Introduction to Teaching course to discuss job opportunities. Three Education majors in the face-to-face class were hired by two different cooperatives as paraprofessionals.

• Julie Rhoads, Director of Education: Updates to the WSU Articulation for Early Childhood/Elementary Education were completed this past summer – updates to FHSU, K-State, Pitt-State, Emporia, KU, and OSU are in the works for Elementary Education, Early Childhood Unified, and/or Secondary Education with anticipation of those being final by the end of November. This will ensure the college has appropriate documentation, if needed, for the Kansas Promise Scholarship for Early Childhood Education & Elementary Education.

• Julie Rhoads, Director of Education: Has developed an Education Enrollment Taskforce to look at current enrollment trends in face-to-face classes, degree completion, retention, etc.

Jim Brown, Student Accessibility Coordinator

During the month of August, I have collaborated with students, staff and faculty. Title IX training for RA’s 8/10, Read/Write – Assistive Technology software presentation 8/12, Attended/participated in- service 8/13, Suicide Prevention Team meeting 8/25, met with HR 8/25, Title IX Structure meeting 8/30.

Number of student’s served this month: 49 Total number of student contacts: 63 Number of tests read: 5 Number of tests scheduled: 6 Number of Faculty/staff contacts: 113 Number of Agency contacts: 37 Number of Prospective student contacts: 3 Number of ACCUPLACER tests given: 5 Number of test’s Proctored: 6 Parent Contacts: 15 Title IX issues: 2

Recruiting additional Title IX team members as well as investigating possible training events for team members. Reading numerous posts on the ATIXA list serve regarding policy, procedure, process and prevention issues. Providing Title IX training for Resident Assistants. Presenting ADA/Title IX information for in-service day. Preparing Title IX presentation for athletic team.

Transportation Report A copy of the College Vehicles Transportation Report for the month ending August 2021 indicated total mileage of 14,231.

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Cowley College Transportation Report August 2021

Purchase Odometer Aug 2021 Aug 2020 2021-2022 2020-2021 Maint Costs Vehicle Date Model Year Reading Usage Usage Miles Miles to-date Assignment/Status M2-Dodge Caravan 12/31/17 2018 15,048 1 98 6 10 6 45 7 31 $ 140.90 Fleet M3-Dodge Caravan 06/30/15 2015 100,996 816 1 ,769 3 ,048 2 ,019 $ 2,384.29 Fleet M4-Dodge Caravan 06/30/14 2014 134,052 830 1 ,692 3 ,111 2 ,361 $ 4,267.41 Fleet M6-Dodge Caravan 06/30/14 2014 173,957 1,891 1 ,294 4 ,023 3 ,013 $ 6,523.25 Fleet M8-Dodge Caravan 06/30/15 2015 63,617 5 94 4 83 1 ,207 6 69 $ 1,272.66 Fleet M10-Dodge Caravan 06/30/11 2011 206,818 2,113 2 ,224 4 ,711 3 ,801 $ 5,810.63 Fleet V-2 Ford Transit 10/10/16 2017 103,032 1,325 7 41 1 ,856 7 41 $ 5,682.93 Fleet V-3 Ford Transit 01/05/17 2017 59,093 3 58 1 23 1 ,184 1 23 $ 3,943.04 Fleet B2-Bluebird 06/30/13 2003 284,927 - - - - $ 119,339.96 Out of Service B3-MCI 06/30/10 2005 312,272 - 2 16 - 2 16 $ 200,369.44 Fleet B1-Coachliner 06/29/18 2018 88,971 3 ,376 67 3 ,376 7 37 $ 11,976.82 Fleet B4-Ultra Coachliner 01/15/20 2020 30,702 1 ,636 1 62 1 ,880 4 28 $ 10,028.97 Fleet M1-Caravan 12/31/17 2018 42,935 6 25 6 31 9 41 7 25 $ 890.51 Administration M9-Caravan 10/28/20 2019 22,200 4 69 - 5 40 - $ 220.00 Allied Health Total 14,231 10,012 2 6,522 1 5,564 $ 372,850.81

Retired Vehicles Dodge Caravan 06/30/11 2011 Automotive Program Dodge Caravan 06/30/13 2013 Automotive Program Dodge Caravan 06/30/13 2013 Automotive Program

*Oil change every 5,000 miles *Retire Fleet vehicles between 150,000-200,000 miles

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Meeting of the Board of Trustees Cowley College

September 20, 2021

V. CONSENT AGENDA

E. Board Policy Approvals Policies Considered for Approval

1. 107.00 Advisory Committees • Administration requests approval of the revised policy 107.00 – Advisory Committees. The revised policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the second reading by the Board and final approval is requested.

2. 114.00 – Performance Appraisals • Administration requests approval of the revised policy 114.00 – Performance Appraisals. The revised policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the second reading by the Board and final approval is requested.

3. 120.00 – Exempt Employee Pay • Administration requests approval of the revised policy 120.00 – Exempt Employee Pay . The revised policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the second reading by the Board and final approval is requested.

4. 158.00 – Banking Services Policy • Administration requests approval of the new policy 158.00 – Banking Services Policy. This new policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the second reading by the Board and final approval is requested.

5. 246.00 – Faculty Evaluations • Administration requests approval of the revised policy 246.00 – Faculty Evaluations. The revised policy has been unanimously recommended for approval by the various departmental committees, Academic Affairs Council as applicable, Administrative Council, and Trustee Policy Subcommittee. This is the second reading by the Board and final approval is requested.

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Board Policies ADMINISTRATIVE AFFAIRS

107.00 ADVISORY COMMITTEES

The faculty and administration utilize Citizens advisory committees to ensure that College programs and services are sensitive to community needs and resources and provide two-way communication with citizens possessing special expertise and interest in College programs and services. In addition, ad hoc advisory committees may be appointed by the Board of Trustees for certain specified purposes.

1. An advisory committee will be appointed for each General Education department and each Technical program of the College. Advisory Committees for other areas may be approved as needed. 2. The President will appoint presidential institutional advisory committee members. The Department Chairs will appoint department advisory committee members. 3. Each committee will elect a chairperson. 4. The committee will meet at least once each semester upon call by the chairperson. 5. Notice of meetings, including an agenda, will be distributed to each member at least two weeks in advance. 6. Minutes will be prepared and submitted to the appropriate administrator and the President within two weeks following each meeting. 7. Reports will be submitted to the appropriate administrator concerning any recommendations for significant changes in a program and/or any evaluative information prepared by an advisory committee.

Adopted July, 1971 Revised July, 1975 Reviewed July, 1989 Revised June 19, 2000 Revised July 21, 2003 Revised August 9, 2004

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Board Policies ADMINISTRATIVE AFFAIRS

107.00 ADVISORY COMMITTEES

Citizens advisory committees are utilized by the faculty and administration to assure that College programs and services are sensitive to community needs and resources, and to provide two- The faculty and administration utilize Citizens advisory committees to ensure that College programs and services are sensitive to community needs and resources and provide two-way communication with citizens possessing special expertise and interest in College programs and services. In addition, ad hoc advisory committees may be appointed by the Board of Trustees for certain specified purposes.

1. An advisory committee will be appointed for each General Education department and each Technicaloccupational program of the College. Advisory Committees for other areas may be approved as needed. 2. Presidential institutional advisory committee members will be appointed by the PresidentThe President will appoint presidential institutional advisory committee members. Department advisory committee members will be appointed by the Department ChaiThe Department Chairs will appoint department advisory committee members. 3. A chairperson of each committee will be elected by the appointed membership of theEach committee will elect a chairperson. committee. 4. The committee will meet at least once each semester, upon call by the chairperson. 5. Notice of meetings, including an agenda, will be distributed to each member at least two weeks in advance. 6. Minutes will be prepared and submitted to the appropriate administrator and the President within two weeks following each meeting. 7. Reports will be submitted to the appropriate administrator concerning any recommendations for significant changes in a program and/or any evaluative information prepared by an advisory committee.

Adopted July, 1971 Revised July, 1975 Reviewed July, 1989 Revised June 19, 2000 Revised July 21, 2003 Revised August 9, 2004

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Board Policies ADMINISTRATIVE AFFAIRS

114.00 - PERFORMANCE APPRAISALS

The performance of every full-time classified employee in the organization will be evaluated annually to ensure that all employees know how they are doing in carrying out their job duties and requirements. • All newly hired employees will be evaluated after a 90-day probationary period and then annually thereafter. Performance appraisals may also be used as a factor in pay-increase decisions, performance-improvement counseling efforts, and determinations of training needs. They will also be a significant factor in promotion decisions made to fill vacant positions within the organization. Supervisors will be responsible for evaluating the performance of each direct report in their department. All supervisors will be provided appropriate training in evaluation skills and techniques, as well as written guidelines designed to help them carry out their responsibility to appraise workers in a fair, accurate, and objective fashion. • Performance appraisals will be conducted annually according to the schedule determined by the Director of Human Resources. While formal appraisal sessions are an annual event; supervisors are expected to observe, and provide feedback on, their employees’ performance throughout the year. Supervisors should document information or incidents that would be helpful in making appraisals. • In addition to completing the official appraisal form, supervisors must meet with the employee to explain and discuss the evaluation. These sessions should be held in a setting that is private and free from distractions or interruptions. Employees are expected to sign their appraisals to acknowledge their participation in the process and are entitled to receive a copy of the completed form. • Employees dissatisfied with their appraisals should put their objections in writing and submit copies of this statement to their supervisor and the respective Administrative Council member, who will review the employee’s complaint and determine whether further action is warranted. The employee’s statement will be attached to the appraisal form. • All performance appraisal documents, including any statements of dissatisfaction, will be retained in the personnel file of the employee involved. • All decisions and judgments made in connection with the organization’s performance appraisal system will be based on job-related factors. All performance measures and indicators applied to any position must be based on the requirements, responsibilities, and duties contained in the job analysis or description prepared for the position. • Members of Administrative Council will be evaluated every other year (even years) by other members of Administrative Council, and those who have direct working relationships. The President will review evaluations with the individual administrator at their annual evaluation.

Adopted July 20, 1998 Reviewed July 21, 2003 Revised March 19, 2012

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Board Policies ADMINISTRATIVE AFFAIRS

114.00 - PERFORMANCE APPRAISALS

.01 The performance of every full-time classified employee in the organization will be evaluated annually evaluated to make ensure that all employees know how they are doing in terms of carrying out their job duties and requirements. • All newly hired employees will be evaluated after a 90-day probationary period and then annually thereafter. These Pperformance appraisals may also be used as a factor in pay- increase decisions, performance-improvement counseling efforts, and determinations of training needs. They will also be a significant factor in promotion decisions made to fill vacant positions within the organization. • .02 Supervisors will be responsible for evaluating the performance of each worker direct report in their department. All supervisors will be provided with appropriate training in evaluation skills and techniques, as well as with written guidelines designed to help them carry out their responsibility to appraise workers in a fair, accurate, and objective fashion. • .03 Performance appraisals normally will be conducted annually during the month of May according to the schedule determined by the Director of Human Resources. However, Wwhile formal appraisal sessions are an annual event, ; supervisors are expected to observe, and provide feedback on, their employees’ performance throughout the year. During the year, Ssupervisors should document information or incidents that would be helpful in making appraisals. • .04 In addition to completing the official appraisal form, supervisors must meet with the employee to explain and discuss the evaluation. These sessions should be held in a setting that is private and free from distractions or interruptions. Employees are expected to sign their appraisals to acknowledge their participation in the process, and are entitled to receive a copy of the completed form. • .05 Employees who are dissatisfied with their appraisals should put their objections in writing and submit copies of this statement to their supervisor and their supervisor’s immediate supervisorthe respective Administrative Council member, who will review the worker’s employee’s complaint and determine whether further action is warranted. The employee’s statement will be attached to the appraisal form. • .06 All performance appraisal documents, including any statements of dissatisfaction, will be retained in the personnel file of the worker employee involved. • .07 All decisions and judgments made in connection with the organization’s performance appraisal system will be based on job-related factors. To ensure this, aAll performance measures and indicators applied to any position must be based on the requirements, responsibilities, and duties contained in the job analysis or description prepared for the position. • Members of Administrative Council will be evaluated every other year (even years) by other members of Administrative Council, and those who have direct working relationships. The President will review evaluations with the individual administrator at their annual evaluation.

Adopted July 20, 1998 Reviewed July 21, 2003 Revised March 19, 2012

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Board Policies ADMINISTRATIVE AFFAIRS

120.00 - EXEMPT EMPLOYEE PAY

In accordance with the Fair Labor Standards Act (FLSA), exempt employees who are required to be paid on a salary basis may not have their pay reduced in certain circumstances. Employees who feel their pay has been improperly reduced should report this immediately to the Human Resources/Payroll office.

Provisions Mandated by the Salary Basis Rules

1. Exempt employees normally must receive their full salary for any week in which they perform any work, without regard to the number of days or hours worked. However, exempt employees need not be paid for any workweek in which they perform NO work at all for the organization.

2. Deductions from pay cannot be made as a result of absences due to the circumstances listed below. Such improper pay deductions are therefore specifically prohibited by Cowley College, regardless of the circumstances. Managers or supervisors violating this policy will be subject to discipline up to and including termination. a. Jury duty. b. Attendance as a witness. c. Temporary military leave. d. Absences caused by the employer. e. Absences caused by the operating requirements of the College. f. Partial day amounts other than those specifically discussed below.

3. The few exceptions to the requirement to pay exempt employees on a salary basis are listed below. In these cases deductions may be permissible as long as they are consistent with other College policies and practices. a. Absences for personal reasons other than sickness or disability, including vacation leave (partial days must be paid). b. Absences of one or more full days due to sickness or disability. c. Fees received by the employee for jury or witness duty or military leave may be applied to offset the pay otherwise due the employee for the week. No deductions can be made for failure to work for these reasons, however. d. Penalties imposed in good faith for infractions of safety rules of major significance or serious workplace misconduct. Examples of workplace conduct that would be appropriate for reducing the wages of an exempt worker include: sexual harassment, violence, drug or alcohol citations, violations of state or federal laws. Safety rules of major significance include those relating to the prevention of serious danger in the workplace or to other employees. e. Unpaid disciplinary suspensions of one or more full days in accordance with Cowley College's employee discipline procedures. f. Deductions for the first and last week of employment, when only part of the week is worked by the employee, as long as this practice is consistently applied to all exempt employees in the same circumstances. g. Deductions for unpaid leave taken in accordance with a legitimate absence under the Family and Medical Leave Act (FMLA).

Adopted December 19, 2005

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Board Policies ADMINISTRATIVE AFFAIRS

120.00 - EXEMPT EMPLOYEE PAY

Provisions Mandated by the Salary Basis Rules

2. Deductions from pay cannot be made as a result of absences due to the circumstances listed below. Such improper pay deductions are therefore specifically prohibited by Cowley County Community College, regardless of the circumstances. Managers or supervisors violating this policy will be subject to discipline up to and including termination. a. Jury duty. b. Attendance as a witness. c. Temporary military leave. d. Absences caused by the employer. e. Absences caused by the operating requirements of the College. f. Partial day amounts other than those specifically discussed below.

3. The few exceptions to the requirement to pay exempt employees on a salary basis are listed below. In these cases deductions may be permissible as long as they are consistent with other College policies and practices. a. Absences for personal reasons other than sickness or disability, including vacation leave (partial days must be paid). b. Absences of one or more full days due to sickness or disability. c. Fees received by the employee for jury or witness duty or military leave may be applied to offset the pay otherwise due the employee for the week. No deductions can be made for failure to work for these reasons, however. d. Penalties imposed in good faith for infractions of safety rules of major significance or serious workplace misconduct. Examples of workplace conduct that would be appropriate for reducing the wages of an exempt worker include: sexual harassment, violence, drug or alcohol citations, violations of state or federal laws. Safety rules of major significance include those relating to the prevention of serious danger in the workplace or to other employees. e. Unpaid disciplinary suspensions of one or more full days in accordance with Cowley County Community College's employee discipline procedures. f. Deductions for the first and last week of employment, when only part of the week is worked by the employee, as long as this practice is consistently applied to all exempt employees in the same circumstances. g. Deductions for unpaid leave taken in accordance with a legitimate absence under the Family and Medical Leave Act (FMLA).

Complaint Procedure

1. An employee who believes his or her pay has been improperly reduced should contact the Director of Human Resources of request an investigation.

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The employee will be asked to specify in writing, using the guidance above, the circumstances of the pay deduction and whether it has occurred on other occasions.

2. Cowley County Community College will review pay records and interview the supervisor, as well as the payroll clerk handling the employee's pay, to determine if the allegation is correct. 3. If the deduction was in fact improper, the College will reimburse the employee as promptly as possible (but in no case longer than two pay periods from the date the allegation is confirmed). 4. The individual(s) responsible for the error will be investigated further to determine if this was an isolated incident or a pattern of conduct that requires further action on the part of the College. If warranted, the responsible person(s) will be held accountable for the error(s) made consistent with College disciplinary policy. 5. The resolution of the situation will be documented (including confirmation by the employee that the situation has been resolved) and placed with the employee's pay records. 6. If appropriate, and as a good faith commitment to comply in the future, Cowley County Community College will establish a practice to regularly audit employee pay records to ensure no further issues arise.

Adopted December 19, 2005

89 V. Consent Agenda New

Board Policies ADMINISTRATIVE AFFAIRS

158.00 - BANKING SERVICES POLICY

The Board shall approve the bank(s) designated as a depository of the College, the officials designated to deposit or withdraw funds from such designated bank(s) to satisfy obligations of the College per K.S.A. 9-1401.

The College will request bids on banking services every five (5) years.

Adopted:

90 V. Consent Agenda Revised

Board Policies Academic Affairs

246.00 FACULTY EVALUATION

The purpose of the following evaluation activities at the College is to improve the performance of assigned responsibilities. All professional employees shall be evaluated once each semester for the first three years of employment; once each year for the next three years; and once every three years thereafter. The performance of each professional employee will be evaluated for the period of time beginning with the latest prior evaluation and follow the processes outlined in the Master Agreement.

Adopted July 16, 1973 Revised July 15, 1974 Revised July 20, 1981 Revised July 19, 1982 Revised August 14, 1989 Revised July 21, 2003 Revised July 21, 2008

91 V. Consent Agenda Tracked Changes

Board Policies ACADEMIC AFFAIRS

246.00 ADMINISTRATION AND FACULTY EVALUATION

The purpose of the following evaluation activities at the College is to improve the performance of assigned responsibilities. All professional employees shall be evaluated once each semester for the first three years of employment; once each year for the next three years; and once every three years thereafter. The performance of each professional employee will be evaluated for the period of time beginning with th e latest prior evaluation and follow the processes outlined in the Master Agreement.

1. Information concerning individual evaluations will be considered confidential. 2. Forms shall be developed based upon the published job descriptions of the individual. Consideration will be given to the following personal qualifications and attributes: efficiency, personal qualities, professional deportment, ability, mental health, performance, and the capacity to maintain control of students. 3. Instructors will be evaluated by (a) Self, (b) Department Chairperson, (c) Chief Academic Officer, and (d) Students. The Vice President of Academic Affairs will review evaluations with the instructors at his/her discretion or upon request. 4. Department Chairpersons will be evaluated by (a) Self, (b) Members of the Department, and (c) the Chief Academic Officer. The Vice President of Academic Affairs will review evaluations with the Department Chairpersons at his/her discretion. 5. Administrators will be evaluated by (a) Self, (b) the Cabinet, and (c) Others who have direct working relationships. The immediate supervisor will review evaluations with the individual administrator at his/her discretion or upon request. 6. A summarized form containing a tally of each individual's evaluation will be placed in the individual's permanent file and a copy will be distributed to the individual staff member.

Adopted July 16, 1973 Revised July 15, 1974 Revised July 20, 1981 Revised July 19, 1982 Revised August 14, 1989 Revised July 21, 2003 Revised July 21, 2008

92 V. Consent Agenda

Meeting of the Board of Trustees Cowley College

September 20, 2021

V. CONSENT AGENDA

F. Personnel Transactions Dr. Rittle has recommended the following personnel items for Board approval:

Resignations: • Ian Alumbaugh, Dorm Manager/Intramural Coordinator, effective September 10, 2021 • Kit Kirby, Department Specialist/Perkins Retention, effective August 20, 2021 • Cheryl Shepherd, Winfield Site Coordinator, effective September 8, 2021

Staff: • Crystal Hunt, Administrative Assistant to the VP of Academic Affairs, at an annual salary of $38,032, plus staff fringe benefits, effective September 21, 2021

• Luke Larson, Safety Inspection/Public Safety Officer, at an annual salary of $34,374, plus staff fringe benefits, effective September 21, 2021

• Kristi Martinez, Academic Department Specialist/Perkins Retention, at an hourly rate of $15.06, plus staff fringe benefits, effective September 21, 2021

• John Stevens, Custodian, at an hourly rate of $12.62, plus staff fringe benefits, effective September 21, 2021

93 V. Consent Agenda

94 V. Consent Agenda

95 V. Consent Agenda

96 VI. Procurement

Meeting of the Board of Trustees Cowley College

September 20, 2021

VI. PROCUREMENT

A. HEERF Eligible Projects – Industrial Grade Assessment HEERF –III Funds are eligible for HVAC equipment upgrades that reduce airborne pathogen transmission, such as COVID-19. Specifically, per the Department of Education for higher education, installation or renovation of an HVAC system, to help with air filtration to prevent the spread of COVID-19 is an acceptable use of funds. • HEERF-III funds mst be spent by May 2022, but can be granted a 1-year extension. • To utilize the College’s existing Energy Performance Contracting competitive procurement, in addition to any HVAC project addressing COVID mitigation, all proposed measure will have energy and operational savings, compliant with K.S.A. 75-37-125

Next Steps • For the work shown above, we would want to enter a Phase II Investment Grade Audit (IGA) agreement by October 2021, for detailed engineering and design (4 months) and competitive bidding of subcontractors (2 months) to complete project construction in Summer 2022.

97 VI. Procurement

• All Phase II preliminary development was at no cost to Cowley; to start detailed Phase II design, there would be a contingent fee of $35,000 (nothing is owed at IGA approval) o Same contingent fee percentage and process as Phase I with Cowley, ~2% of the estimated cost of the selected scope o The College would only owe this if they chose not to proceed with any project o Otherwise, fee gets rolled into turnkey, fixed cost project price (like Phase I) that will be paid for with HEERF funds

Administration requests the Board authorizes the College to enter into the design phase of the Investment Grade Audit at a cost of $35,000.

98 VI. Procurement Cowley College Updates for HEERF Eligible Projects SUMMARY OF RECOMMENDED PHASE II PROJECT SCOPE – HEERF-III FUNDS HEERF-III funds are eligible for HVAC equipment upgrades that reduce airborne pathogen transmission, such as COVID-19. Specifically, per the Department of Education for higher education, installation or renovation of an HVAC system, to help with air filtration to prevent the spread of COVID-19 is an acceptable funds use. ▪ HEERF-III funds must be spent by May 2022, but can be granted a 1-year extension ▪ To utilize the College’s existing Energy Performance Contracting competitive procurement, in addition to any HVAC project addressing COVID mitigation, all proposed measures will have energy and operational savings, compliant with KSA 75-37, 125 Estimated Phase II Projects for HEERF-III Prioritization Turn-Key Cost Estimates Utility Savings1 1. McAtee Dining Center - HVAC Redesign and Replacement and Associated Building Automation Controls for Improved Filtration, etc. for $150,000 – $300,000 $3,151 COVID Mitigation 2. Facilities to Target – HVAC Redesign, Replacement and/or Upgrade for Improved Filtration, etc. and Associated Building Automation Controls when Necessary for COVID Mitigation ▪ Kimmell Dorm (S/S) ▪ Kerr Tech (RTU) ▪ Storbeck Dorm (S/S) $825,000 - $1,350,000 $10,451 ▪ Nelson Student Center (S/S → RTU) ▪ W.S. Scott Auditorium (RTU) ▪ Kirke Dale Dorm (S/S) ▪ Central Ave. Dorm (CU Only) ▪ Ben Cleveland Wellness Center (S/S) 3. Boiler Replacements with MERV Compliant Filtration– Scope Development Pending HEERF-III Eligibility 2 ▪ Brown Center $TBD $TBD ▪ Walker Tech 4. Docking Dorm – HVAC Replacement and Upgrade for Improved $225,000 - $300,000 $TBD Filtration, etc. for COVID Mitigation 5. Recommended Planning (Pre-Turnkey Contract) Contingency ~20% of estimate; to account for variable market conditions that we are $300,000 N/A currently seeing on bids due to a large influx of federal money in the market and changes for COVID compliance finalized in design TOTAL IDENTIFIED HEERF-III PROJECT BUDGET $ 1,500,000- $2,250,0003 1 Refined utility and operational savings estimates will be detailed in the IGA phase, to ensure KSA 75-37, 125 compliance 2 While these boiler replacements remain a high campus priority, they do not qualify under the intent of HEERF-III 3 Total project scope will not exceed available HEERF funds; final facilities with HVAC upgrades implemented from row 3. Additional Facilities will be completed in order of facilities staff’s feedback on priorities and urgency Next Steps: ▪ For the work shown above, we would want to enter a Phase II Investment Grade Audit (IGA) agreement by October 2021, for detailed engineering and design (4 months) and competitive bidding of subcontractors (2 months) to complete project construction in Summer 2022 – see schedule on following page ▪ All Phase II preliminary development was at no cost to Cowley; to start detailed Phase II design, there would be a contingent fee of $35,000 (nothing is owed at IGA approval) o Same contingent fee percentage and process as Phase I with Cowley, ~2% of the estimated cost of the selected scope o The College would only owe this if they chose not to proceed with any project o Otherwise, fee gets rolled into turnkey, fixed cost project price (like Phase I) that will be paid for with HEERF funds

Willdan Contact Information Annaria Barnds, PhD| Director | (913) 416 – 2615 | [email protected] 99 Cowley College Updates for HEERF Eligible Projects

100 Procurement VI.

VII. Discussion Agenda

Meeting of the Board of Trustees Cowley College

September 20, 2021

VII. DISCUSSION AGENDA

A. Additional Sumner Campus Land Purchase Per the Option to Purchase Real Property agreement dated February of 2017, the College has the right to purchase up to 10 acres: • May exercise option in increments o Parcel must be on South side of property and run the full width of property East to West • Must exercise option by 12/31/26 • Price is $1.00 per square foot • Must deposit 1% to escrow agent Security 1st Title in Wellington, KS and signed copy of Option.

Administration requests the Board authorize the Board Chair to finalize and execute the purchase and any activities related to the purchase of the additional 3.5 acres of land on the Sumner Campus in accordance with the terms of the contract for the Sumner Campus housing project.

B. Interlocal Cooperation Agreement – Use and Maintenance of Tennis Courts On April 6, 2021 the College entered into an Interlocal Agreement with the City of Arkansas City, the Arkansas City Recreation Commission, USD 470, and the AC Tennis Association.

The Agreement addresses access to and maintenance of existing recreational facilities. The Agreement specifies its duration, purpose, manner of financing the cooperative undertaking, and permissible method of termination. 1 The Agreement complies with the requirements of K.S.A. 2020 Supp. 12-2904(d)(1), (3), (4) and (5).

The Agreement does not create a separate legal or administrative entity that will exercise powers under the Agreement. Therefore, the Agreement must meet the requirements of K.S.A. 2020 Supp. 12-2904(e)(1) and (2). The participating public agencies to the Agreement are the City of Arkansas City, Arkansas City Recreation Commission, Cowley County Community College, Unified School District No. 470 and AC Tennis Association. The Agreement provides that the Arkansas City Recreation Commission is responsible for administering the cooperative undertaking. The Agreement complies with K.S.A. 2020 Supp.12-2904(e)(1 ).

The Agreement does not address the manner of acquiring, holding and disposing of real and personal property used in the joint cooperative undertaking. It is therefore deemed that no such property will be acquired, held, or disposed. The Agreement complies with K.S.A. 2020 Supp. 12-2904(e)(2).

We find that the Agreement itself is in proper form and compatible with the laws of this state. The Agreement will be effective after the parties have adopted the appropriate ordinances and resolutions and it is properly filed with the Secretary of State and Register of Deeds. (See attached.)

Administration recommends the Board officially adopt the signed Interlocal Agreement for use and maintenance of the public tennis courts.

101 VII. Discussion Agenda

STATE OF KANSAS OFFICE OF THE ATTORNEY GENERAL

DEREK SCHMIDT MEMORIAL HALL ATTORNEYGENERAL 120 SW 10TH AVE. 2ND FLOOR August 6, 2021 TOPEKA, KS 66612-1597 (785) 296-2215 • FAX <785) 296-6296 WWW.AG KS.GOV

Lesley Shook, City Clerk City of Arkansas City, Kansas 118 W. Central Street Arkansas City, KS 67005-0778

Re: lnterlocal Cooperation Agreement - City of Arkansas City, Arkansas City Recreation Commission, Cowley County Community College, Unified School District No. 470 and AC Tennis Association; Access to and Maintenance of Existing Recreational Facilities (Tennis Courts)

Dear Ms. Shook:

On May 20, 2021, we received the above-referenced interlocal cooperation agreement (Agreement) for review pursuant to K.S.A. 2020 Supp. 12-2904(9).

The Agreement does not address the manner of acquiring, holding and disposing of real and personal property used in the joint cooperative undertaking. 2 It is therefore deemed

1 We note that the Agreement appears to allow termination only if a party violates any provisions of the Agreement. 2 The parties appear to retain title to the respective properties named in the Agreement. No other property is mentioned in the Agreement.

102 VII. Discussion Agenda Lesley Shook, City Clerk August6,2021 Page 2 that no such property will be acquired, held, or disposed. The Agreement complies with K.S.A. 2020 Supp. 12-2904(e)(2).

We find that the Agreement itself is in proper form and compatible with the laws of this state. The Agreement will be effective after the parties have adopted the appropriate ordinances and resolutions 3 and it is properly filed with the Secretary of State and Register of Deeds. 4

If you have any questions or concerns regarding this matter, please feel free to contact me at [email protected] or (785) 368-8409.

Sincerely,

OFFICE OF ATIORNEY GENERAL DEREK SCHMIDT

Ric ith Assistant Attorney General

RDS:sb Enclosure

3 K.S.A. 2020 Supp. 12-2904(b) states, "Appropriate action by ordinance, resolution or otherwise pursuant to law of the governing bodies of the participating public agencies shall be necessary before any such agreement may enter into force." 4 "Prior to its entry into force, an agreement made pursuant to this act shall be filed with the register of deeds of the county where such political subdivision ... is located and with the secretary of state." K.S.A. 12-2905.

103 VII. Discussion Agenda

104 VII. Discussion Agenda

105 VII. Discussion Agenda

106 VII. Discussion Agenda

107 VIII. Other Business

Meeting of the Board of Trustees Cowley College

September 20, 2021

VIII. OTHER BUSINESS

Trustees are encouraged to submit items to be included in the Agenda or to request certain information. Such items may be submitted to the Chair or to the President prior to the preparation of the Agenda or brought up under “Other Business”. If an item requires certain information or clarification, or if official action is required, it is preferable to have the item identified on the Agenda. Items suggested for discussion at the meeting are:

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