Board of Governors
Meeting Agenda February 14, 2019 Board Members
Eric Lewis, Chair Gat Caperton, Vice Chair Chad Robinson, Secretary
Ray Alvarez Ramona Kissel, Classified Staff David Avella Bob Marggraf Marcia Brand Tia McMillan Henry Kayes, Jr. Danielle Stephenson, Student J.B. Tuttle, Faculty
Mary J.C. Hendrix, President
Board of Governors Meeting
February 14, 2019 Lower Level Multipurpose Room Robert C. Byrd Center for Congressional History and Education Shepherdstown, WV 4:15 – 6:15 p.m.
AGENDA
4:15 p.m. 1. Call to Order (Chair Eric Lewis)
4:16 p.m. 2. Public Comments
4:18 p.m. 3. Consent Agenda Items (Chair Lewis) a. Consent Agenda b. Approval of the Minutes of December 13, 2018 Board Meeting c. Approval of Amendment of Policy 2, Change in the Organization of Colleges, Schools, Divisions, Departments or Other Administrative Units d. Approval of Authorization for Fund Transfers
4:20 p.m. 4. President’s Report (President Hendrix)
4:30 p.m. 5. Report of the Academic Programs and Development Committee (Ms. Tia McMillan) a. Advisory Council of Faculty (ACF) Annual Report
4:40 p.m. 6. Report of the Enrollment, Student and Community Affairs Committee (Mr. Chad Robinson) a. Student Affairs Annual Report b. Road to Success Presentation c. Probation Recovery Presentation
4:50 p.m. 7. Report of the Finance and Facilities Committee (Mr. Henry Kayes, Jr.) a. Quarterly Financial Report: 2nd Quarter FY2019
5:00 p.m. 8. Proposed 2019-2020 Enrollment, Housing, Dining and Other Fees (Ms. Pam Stevens, Dr. Tom Segar, Mr. Jack Shaw, Interim Vice President for Campus Services, and Mr. Bill Sommers)
5:10 p.m. 9. Proposed Organizational Structures (Dr. Beard, Provost, and Mr. Alan Perdue, General Counsel)
5:20 p.m. 10. New Business (Chair Lewis)
5:25 p.m. 11. Executive Session a. Awards and Honoraria (President Hendrix) b. Confidential Legal Issues Relating to Capital Projects (Mr. Perdue) c. Matters which if disclosed would constitute an invasion of individual privacy, relating to private, charitable support of the University.
6:10 p.m. 12. Matters Arising Out of Executive Session - Ram Stadium Artificial Turf Project
6:15 p.m. Adjournment
Board of Governors Meeting
February 14, 2019 Lower Level Multipurpose Room Robert C. Byrd Center for Congressional History and Education Shepherdstown, WV 3:00 – 4:00 p.m.
COMMITTEE AGENDAS
Academic Programs and Development Committee Ms. Tia McMillan, Chair Lower Level Multipurpose Room, Robert C. Byrd Center for Mr. Ray Alvarez Congressional History and Education Mr. David Avella . Advisory Council of Faculty (ACF) Annual Report Ms. Mona Kissel . Proposed Academic Organizational Structure Dr. Scott Beard, Staff Ms. Monica Lingenfelter, Staff
Enrollment, Student and Community Affairs Committee Mr. Chad Robinson, Chair Room 202, Ikenberry Hall Dr. Marcia Brand . Student Affairs Annual Report Mr. Gat Caperton . Road to Success Presentation Ms. Danielle Stephenson . Probation Recovery Presentation Ms. Holly Morgan-Frye, Staff Dr. Tom Segar, Staff Mr. Bill Sommers, Staff
2018-2019 Board of Governors Meeting Dates Remaining . April 18, 2019 . June 13, 2019
Shepherd University Board of Governors February 14, 2019 Consent Agenda Item No. 3-a
CONSENT AGENDA
Per the Board’s Consent Agenda protocols: 1) Any member may email the Board Chair and the President to request extraction of one or more items from the Consent Agenda and inclusion in the Discussion Agenda. Any such request should be emailed before end of day Sunday, February 10, 2019. The Agenda Book would not be re-formatted, but the formal Agenda for the meeting would be adjusted to accommodate such requests, and modified draft resolutions would be completed and distributed prior to the February 14 meeting.
2) During the Board meeting, as the Consent Agenda is initiated, any member may move the extraction of one or more items to the Discussion Agenda. Upon a majority vote of the Board, the agenda would be so modified.
The following resolution is recommended for adoption by the Board:
RESOLVED, That the Shepherd University Board of Governors approves: 1) The Minutes of the Meeting of December 13, 2018; 2) The Amendment of Policy 2, Change in the Organization of Colleges, Schools, Divisions, Departments or Other Administrative Units; and 3) The Authorization of Fund Transfers each as presented in the Agenda materials of February 14, 2019.
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Shepherd University Board of Governors February 14, 2019 Consent Agenda Item No. 3-b
SHEPHERD UNIVERSITY BOARD OF GOVERNORS
MINUTES OF THE MEETING OF DECEMBER 13, 2018
The Shepherd University Board of Governors met on December 13, 2018 in a regular meeting. Members participating were: Ray Alvarez (phone), Marcia Brand, Gat Caperton, Henry Kayes, Jr., Ramona Kissel, Eric Lewis, Robert Marggraf, Tia McMillan, Chad Robinson (phone), Danielle Stephenson and J.B. Tuttle. Also present were Shepherd University President Mary J.C. Hendrix, members of the executive leadership team and others. Board member David Avella was absent from the meeting.
1. PUBLIC COMMENTS No public comments were made.
2. CONSENT AGENDA ITEMS M (Marggraf), S (Kayes), PASSED, all members participating by phone were polled, that the following resolution be adopted by the Board:
RESOLVED, That the Shepherd University Board of Governors approves: 1) The Minutes of the Meeting of November 8, 2018; and 2) The Approval of Notice to Promulgate Policy on Purchasing and Surplus Property; each as presented in the Agenda materials of December 13, 2018.
3. PRESIDENT’S REPORT President Hendrix reviewed highlights of the ongoing initiatives for advancing Shepherd from among the comprehensive list provided in the President’s Report.
4. CLASSIFIED EMPLOYEES COUNCIL (CEC) ANNUAL REPORT Ms. Cecelia Mason, Chair of the CEC, Shepherd University Advisory Council of Classified Employees (ACCE) Representative and University Communications Staff Writer, presented to the Board the CEC Annual Report. The Report focused on how the poor budget situation impacts staff, classified employee concerns regarding restructuring and how they might be affected, the new performance evaluation process, cuts to the CEC Staff Development Fund, and the positive contributions made by the Classified Employees Children’s Scholarship Fund.
5. REPORT OF THE ACADEMIC PROGRAMS AND DEVELOPMENT COMMITTEE On behalf of the Academic Programs and Development Committee, Ms. McMillan provided a brief update of the Committee’s discussions which included the University Development Annual Report and an update on Academic Restructuring. Dr. Beard, Provost, noted there would be additional communications and meetings about the process.
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6. REPORT OF THE ENROLLMENT, STUDENT AND COMMUNITY AFFAIRS COMMITTEE On behalf of the Enrollment, Student and Community Affairs Committee, Mr. Caperton introduced Mr. Bill Sommers, Vice President for Enrollment Management, to summarize the Enrollment Build Update for Spring 2019.
7. REPORT OF THE FINANCE AND FACILITIES COMMITTEE On behalf of Finance and Facilities Committee, Mr. Kayes introduced Ms. Pam Stevens, Vice President for Finance, to summarize the Quarterly Financial Report for the period ending September 30, 2018. Mr. Kayes provided a brief update of the Committee’s discussion regarding the desired Burkhart Hall improvements. The Board asked that the job be bid to see if the prices come in lower. This topic will be revisited once the bids are received.
8. NEW BUSINESS Chair Lewis updated the Board on items relating to the Blue Ribbon Commission.
______Eric Lewis Chad Robinson Chair Secretary
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Shepherd University Board of Governors February 14, 2019 Consent Agenda Item No. 3-c
APPROVAL OF AMENDMENT OF POLICY 2, CHANGE IN THE ORGANIZATION OF COLLEGES, SCHOOLS, DIVISIONS, DEPARTMENTS OR OTHER ADMINISTRATIVE UNITS
In conjunction with the development of the administrative and academic structural changes which will be reviewed in Agenda Item 9, we have re-evaluated the functional usefulness of the level of engagement for the Board which has been required under the existing text of the substantive components of Policy 2.
The text of Policy 2 is more than twelve years old, and it reflects a level of Board involvement in the precise administrative structure which exceeds the Board’s general philosophy of leaving common management of the administrative operations to the president and administrative staff. In the academic sector, the structure of colleges and schools is woven directly into the defining of the institutional mission and remains worthy of the Board’s engagement, but the particulars of the names of individual academic departments is not thought to be worthy of the Board’s direct involvement.
In the academic area, it is important to note that the individual names of academic departments are distinct from the academic programs taught by the departments, and many departments have multiple programs with wide-ranging degree titles. The Board’s role in oversight of academic programs is not affected by this policy.
The proposed changes would continue to require Board approval for changes as to colleges and schools, as well as each of the administrative offices which report directly to the President. The policy revision would provide that changes as to academic departments and to a limited selection of major administrative offices, reporting directly to an executive officer, would require a 30-day comment period for the campus and a written notice to the Executive Committee prior to implementation. Other aspects of administrative structure not included in the revised Exhibit would be fully at the President’s discretion as to structural alignments. The proposed Exhibit is included in Agenda Item 9, at pp. 9-6 and 9-7, because it reflects the structural changes which will be reviewed at that point in the Board meeting. The proposed text changes are reflected on the following pages, using strike-throughs and underlining.
The President distributed these proposed changes in Policy 2, together with the proposed academic and administrative changes, to the appropriately elected faculty, classified staff and student representatives on January 11, 2019, together with an invitation for comments. A copy was also sent to the Chancellor. As of the printing of the Agenda Book, no comments as to the proposed changes to Policy 2 had been received.
The following resolution is recommended for adoption by the Board:
RESOLVED, That the Shepherd University Board of Governors approves the amendments of Policy 2, Change in The Organization of Colleges, Schools, Divisions, Departments or Other Administrative Units, as presented in the agenda book of February 14, 2019.
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Shepherd University Board of Governors February 14, 2019 Consent Agenda Item No. 3-d
AUTHORIZATION FOR FUND TRANSFERS
Under State law, several of the different categories of revenues received by Shepherd University are maintained in independent fund accounts. Appropriations, tuition, auxiliaries, grants, and capital fees are all separated into distinct funds. Expenditures from the auxiliaries, grants, and capital fees are, generally, restricted to the respective classifications or specific programmatic activities from which the revenue is generated. However, the State Code does provide for a process by which the Board can re-align revenues from these categories to alternative fund accounts, as may occasionally be needed for the general welfare of the University.
The University cannot build a reserve fund in the appropriations category. Any appropriated revenue not expended in the current year for that appropriation reverts to the State’s general fund unless the Legislature re-appropriates those residual funds in a supplemental bill; this is generally only done when a specific arrangement for a specific program is reached, in advance. Our Finance Office monitors the appropriations fund carefully each spring to ensure that we make full use of the funds.
The University’s operating expenditures have exceeded revenues during the past several years, as appropriations were cut severely and enrollment levels decreased. The University has disproportionately drawn down its Education and General [Tuition] Fund balance [formally designated as the Current Unrestricted General Operations Fund]. We have developed a growing balance in the Plant Fund, Capital Projects as we have deferred several major capital expenditures. We have continued to maintain an aggregate fund balance that is above the average in our state, but it is only 75% of its level two years ago and the largest reserve level is now in the Plant Fund category.
The specific proposal for a one-time transfer of existing funds balances would resolve the cash-flow issues related to FY2019. A one-time $2 million adjustment from Plant Fund to the General Operations Fund will provide a comfortable ongoing balance in the latter while maintaining a balance in the Plant Fund of about $3.5 million. If the Ram Stadium project [Agenda Item 12] is approved by the Board, and if it is funded from Auxiliary Reserves, the fund balance for that fund is expected to remain sufficient for ordinary ongoing operations in the auxiliaries. The CFO will continue to monitor the fund balances next year and if necessary, will propose changes next winter in recommended tuition and fees schedules to make realignments in the fees to ensure revenues are building in appropriate ratios within each fund.
As of February 5, 2019, the pertinent fund balances were:
Tuition Fund: $4,715,476 Auxiliary Fund: $3,848,264 E&G Capital Fund: $5,382,063
The following resolution is recommended for adoption by the Board:
RESOLVED, That the Shepherd University Board of Governors authorizes the University Chief Financial Officer, consistent with the provisions of Article Five of Chapter 18B of the Code of West Virginia, as amended, to transfer up to $2 million dollars from the Shepherd University Plant Fund to the Shepherd University Current Unrestricted General Operations Fund.
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Shepherd University Board of Governors February 14, 2019 Agenda Item No. 4
PRESIDENT’S REPORT Advancing Shepherd University Athletes Earn Mountain East Conference (MEC) Academic Honors: Seventy-nine student-athletes have earned academic honors from the MEC. Thirty-five student-athletes were selected to the All-MEC Academic Team and 44 more were named to the Commissioner’s Honor Roll for the Fall 2018 semester. To be a member of the All-MEC Academic Team, the student-athlete must be a member of the active roster and have a grade point average of 3.70-4.00 in the semester of their championship season. To qualify for the Commissioner’s Honor Roll, a student-athlete must be a member of the active roster and post a grade point average of 3.25-3.69 in the semester of their championship season. The Fall sports included football, men’s and women’s cross country, men’s and women’s golf, men’s and women’s soccer and volleyball.
3+3 Agreement Signed with Penn State Law: Shepherd students now have the opportunity to earn a bachelor’s degree and gain early admission into law school through a new 3+3 accelerated bachelor/J.D. agreement signed with The Pennsylvania State University-Penn State Law. The agreement guarantees that students will be able to use their first year of law school as their final year for the baccalaureate program at Shepherd through a curriculum Shepherd’s Department of Political Science helped develop. The agreement allows exceptional third-year Shepherd undergraduate students to apply for early acceptance into Penn State’s J.D. program.
Dr. Tom Segar Awarded State Distinguished Service Award: Dr. Segar, Vice President for Student Affairs, has been awarded the Stella Cooksey Distinguished Service Award by the West Virginia Association of Student Personnel Administrators (WVASPA). The award is given each year to a student affairs professional who has made significant contributions to a West Virginia institution of higher education over an extended period of time. Nominees are evaluated on service to a state college or university and to WVASPA through leadership, committee work, and contributions to the field of student personnel through teaching, administration, or research.
High Reliability Institute: Shepherd hosted a meeting with regional and national experts on December 20th to examine the creation of a High Reliability Institute within the Center for Regional Innovation. The initial focus would be in the areas of rural health care systems, health care services delivery for veterans, and the application of high reliability principles and practices to new health care technologies. Also examined was the potential for incorporating high reliability content into Shepherd’s current academic programming.
Maxwell Snyder Named Poet-in-Residence, Launches Society for Creative Writing: Dr. Hope Maxwell Snyder, poet laureate of Shepherdstown, is Shepherd’s first poet-in-residence. Snyder, who taught in the Department of English and Modern Languages from 1995-2003, is leading a new initiative, The Society for Creative Writing, which will bring national and international poets and fiction and nonfiction writers to Shepherd to encourage literary dialogue while exposing students to a multicultural writing community. The Society for Creative Writing hosted its first event the evening of February 8th, with a poetry reading featuring Snyder and former Maryland poet laureate Michael Collier. Snyder is also planning a literary festival October 10-13, 2019, which will bring poets and fiction and nonfiction writers from across the country to Shepherd to participate in readings, workshops, question-and-answer sessions, and book signings.
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Shepherd Student Completes Rural Health Internship: Doctor of Nursing Practice (D.N.P.) student Karis Nolen, Frederick, Maryland, interned with the Federal Office of Rural Health Policy (FORHP) during the Fall 2018 semester. She is the third Shepherd student to take part in the rural health policy internship program established by Dr. Marcia Brand. Nolen started her career as a clinical nurse in a hospital, but is working toward her D.N.P. with the goal of becoming a nursing leader who can advocate for large groups of people.
Business and HPERS Students Work with Harpers Ferry Bolivar Merchants Association: A partnership between Shepherd and the Harpers Ferry Bolivar Merchants Association is giving the merchants new and fresh ideas and students real-world experience in business, tourism, and marketing. Two Shepherd classes, one from the College of Business and one from the Department of Health, Physical Education, Recreation, and Sport, worked this past semester with the merchants association and some of its members to create marketing plans and plan special events.
U.S. Agriculture Under Secretary Visited Tabler Farm: On December 7th, Bill Northey, Under Secretary for Farm Production and Conservation, U.S. Department of Agriculture, and colleagues visited the Tabler Farm to receive an on-site update on the progress of the Veterans to Agriculture initiative, funded by the USDA. In attendance were Dr. Peter Vila, Director, Veterans to Agriculture Program and Associate Professor of Environmental Studies; Haroun Hallack, Farm Director; Major Tom Willis, West Virginia National Guard; and President Hendrix.
Shepherd and Marshall to Provide Services to Students with Autism Spectrum Disorder: Shepherd and the West Virginia Autism Training Center (WV-ATC), located at Marshall University, have signed a memorandum of understanding that establishes Shepherd as a WV-ATC campus-based satellite site that will provide services to Shepherd students with autism spectrum disorder and training for faculty and staff through the College Program for Students with Autism Spectrum Disorder.
Foster Care Training Grant: A $300,000 grant from the West Virginia Department of Health and Human Resources is allowing the Department of Social Work to continue training prospective foster and adoptive parents in a 17-county area of West Virginia. Shepherd’s grant is funded through Title IV-E of the Social Security Act. The Department of Social Work has received the grant each year for 25 years, securing more than $3 million in outside funding support for the program and the University.
Drone Services on Contract: The Institute of Environmental and Physical Sciences purchased a DJI Mavic Pro 2 drone and a pair of DJI high definition digital video goggles with a grant from the Foundation’s Women Investing in Shepherd (WISH) that can be used to produce aerial marketing videos, complete insurance inspections, or inspect roofs on buildings, as a campus team did recently. Shepherd will offer a drone class during the spring semester to help prepare students for the Federal Aviation Administration pilot exam. Drone services are available on a contract basis to local businesses.
Four Transfer Agreements Signed with Lord Fairfax Community College: Shepherd and Lord Fairfax Community College have signed four 2+2 agreements that will give students a seamless transfer from Lord Fairfax to Shepherd in psychology, social work, biology, and sociology.
International Student Center Opens: Shepherd recently opened an International Student Center, located in Gardiner Hall. The Center serves as a central hub for all things international at Shepherd and offers comfortable furniture, desks, Chromebooks, and a Bluetooth speaker so students can study, relax, and socialize together.
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FY2019 Pending Grant Proposals to Date: January 2019 Submitted and awaiting decision on award. Total current pending proposals to date: $3,182,013
HRSA Advanced Nursing Education Workforce (ANEW) Program, $2,697,023 for 4 years: July 1, 2019 – June 30, 2023 Innovative Modalities for Rural Nurse Practitioner Education and Collaboration to Transcend Health Disparities (IMPACT) Program Proposal requests funding to support 15 scholarships and stipends (totaling $20,000 per student) per year for D.N.P. students, salary support for participating faculty, travel support and equipment purchases. If funded, this award will enable Shepherd to establish clinical training partnerships in the region that will provide longitudinal experiences delivering care to rural and underserved patient populations. The project will also include experiential training delivering alternative pain management through photobiomodulation and delivering/expanding patient access to care via cutting-edge telemedicine modalities. The proposed project will be led by Dr. Kelly Watson Huffer, Assistant Professor in the Department of Nursing Education.
West Virginia Humanities Council Mini Grant, $925 for 1 event in March 2019 Shepherd Hosting the 27th Annual West Virginia Undergraduate Literary Symposium Proposal requests funding to support hosting the West Virginia Undergraduate Literary Symposium at Shepherd in March 2019. The annual symposium attracts college and university students from across the state to present and receive recognition for their scholarly work in literary analysis. The symposium has been a West Virginia tradition for nearly 30 years. Drs. Timothy Nixon and Heidi Hanrahan from the Department of English and Modern Languages were instrumental in bringing the event to Shepherd for 2019 -- the first year Shepherd will host the symposium.
USDA Agriculture and Food Research Initiative Competitive Grants Program, $484,065 for 4 years: June 1, 2019 – May 31, 2023 Spatiotemporal Monitoring of Honey Bee Colony Temperature to Determine Colony Health and Advance Understanding of Colony Temperature Regulation Proposal requests funding to support research, led by Dr. Jeff Groff, Associate Professor of Physics and Chair of the Institute of Environmental and Physical Sciences, to develop instrumentation that will wirelessly monitor three-dimensional temperature variations within honey bee hives, enabling close monitoring and greater understanding of bee colony behavior and health. This perspective could ultimately aid in predicting circumstances threatening bee colony collapse, allowing for corrective interventions that could significantly improve success in pollinator management.
FY2019 Awarded Grant Proposals to Date: January 2019 Total awarded proposals to date for FY2018-2019: $1,163,033 NSF EPSCoR Instrumentation Grant Program, $20,000 for 1 year: December 1, 2018 – November 31, 2019 High-Accuracy Instrumentation for Unmanned Aerial Vehicle (UAV) Surveys Proposal, submitted by Professor Steven Shaffer from the Institute of Environmental and Physical Sciences, received funding to purchase devices to enable the existing UAVs used by the Environmental Geomatics and Geographic Information Systems programs to dramatically increase the accuracy of UAV ground surveys enhancing research capabilities and educational impact for the department.
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NSF EPSCoR Innovation Grant Program, $40,000 for 1 year: January 1, 2019 – December 31, 2019 X-Ray Fluorescence (XRF) Analyzer for Teaching and Research Applications at Shepherd Funding will be used to purchase a device and research materials for determining elemental composition of material samples from an arc melting system. Dr. Mohammadreza Ghahremani, Assistant Professor of Computer Science and Mathematics, proposes to use the device for both magnetic refrigeration technology research and instruction in materials science, electromagnetics and nanotechnology.
University of Oslo Collaboration Grant, $35,000 for 3 years: June 1, 2018 – May 31, 2021 The Role of Small RNAs in Genomic Imprinting and Hybrid Barriers Shepherd entered into a collaborative research project with the University of Oslo that provides support for Jason Miller, Visiting Professor of Computer and Information Sciences, and students to perform bioinformatics analyses critical to the research.
WVU Research Corporation Subcontract from TaiRx, Inc., $5,760 for 1 year: July 1, 2018 – June 30, 2019 Evaluation of Humanized 3D1 Anti-Nodal Antibodies Funding supports direct costs related to Dr. Hendrix’s role as Co-PI on this project, including proposal research and experiment design and interpretation.
U.S. Department of Agriculture, $168,685 for 1 year: October 1, 2017 – September 30, 2018 Supplemental Nutrition Assistance Program – Education (SNAP-Ed) at Shepherd Awarded funds support outreach activities in designated regional schools to teach students about nutrition and healthy food choices. Lead Project Director: Julia Tracy, Adjunct Instructor, Health, Physical Education and Recreational Studies
West Virginia Bureau of Senior Services, $2,500 for 1 year: July 1, 2018 – June 30, 2019 Aging Well Workshop at Shepherd Funding supports program costs for the 2018 Aging Well Workshop led by Dr. Heidi Dobish, Associate Professor of Psychology.
EBSCO Solar Grant, $100,000 for June 2018 Scarborough Library Solar Project: Advancing Sustainability on Campus and in Our Community Proposal seeks one of three $100,000 awards offered to libraries with EBSCO subscriptions. Awards support acquisition and installation costs for solar systems that will offset utility costs and enhance educational opportunities for libraries selected for an award. Project Directors: Rachel Hally, Coordinator of Collections in the Scarborough Library and Dr. Jeff Groff, Associate Professor of Physics and Chair, Institute of Environmental and Physical Sciences
WV Idea Network of Biomedical Research Excellence (WV-INBRE), $288,000 for 2 years: August 1, 2017 – July 30, 2019 Effects of an Anti-Nodal Antibody in Metastatic Melanoma by Modeling and Simulation Funding supports continuing research to develop a mathematical model to help predict and enhance understanding of how a certain gene influences metastatic melanoma tumor growth and response to chemotherapy. Lead Principal Investigator: Dr. Qing Wang, Associate Professor, Computer Science Mathematics and Engineering
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USDA Natural Resource Conservation Service (NRCS) Conservation Technical Assistance Program, $300,000 for 5 years: May 1, 2018 – April 30, 2023 Veterans to Agriculture Program at Shepherd Proposal requests funding for equipment, supplies and salary support to launch an agricultural training program at Tabler Farm. Training programs in development include courses in agricultural sciences and techniques as well as marketing and business management courses to complement existing degree programs and potentially create certification programs. Programs will target veterans in the region in need of retraining opportunities, but will be available to the general public as well as existing and potential Shepherd students. Project Director: Dr. Peter Vila, Associate Professor, Institute of Environmental and Physical Sciences
Department of Education (DOE) Upward Bound Program, $1,287,500 for 5 years: September 1, 2017 – August 31, 2022; FY 2019: $275,155 (4.25% increase to award for current year included) Shepherd University Application for the 2017 TRiO Upward Bound Program Awarded funds expand efforts by the existing federally-funded TRiO Student Support Services staff to create a pipeline to Shepherd for high school students in the region through a summer residential program on campus and weekend programs throughout the academic year. Nationally, Upward Bound programs demonstrate success in creating a path to college attendance for first-generation college students, and typically more than half of Upward Bound participants ultimately enroll at their host campus after graduating from high school. This proposed program extends the purview of TRiO staff from just retention efforts to outreach and recruitment of future Shepherd students. Lead Project Director: Cynthia Copney, M.A.
DOE Student Support Services Program, $921,001 for 5 years: September 1, 2015 – August 31, 2020; FY 2019: $242,146 (4.25% increase to award for current year included) Shepherd University’s TRiO Student Support Services Program Awarded funds support staff salaries and programmatic offerings for Shepherd students who meet criteria for need. The program offers mentoring, academic counseling and tutoring services for participating students, increasing student persistence and success in college. Lead Project Director: Cynthia Copney, M.A.
National Endowment for the Humanities (NEH), $151,773 for 1 year: October 1, 2017 – December 31, 2018 2018 NEH Summer Institute for School Teachers: Voices from the Misty Mountains Funding supports the annual NEH-sponsored Institute providing lectures, workshops, events and regional travel for 25 teachers selected from a pool of applicants from across the nation. The three-week program, hosted at Shepherd, delves into the diversity and richness of Appalachian literature and culture. Lead Project Director: Dr. Sylvia Shurbutt, Professor, English and Modern Languages
NASA WV EPSCoR Research Seed Grant, $10,000 for 1 year: May 16, 2018 – May 15, 2019 Cooling System for Aerospace Applications and Detectors Funding provides support for research investigating properties of nanoparticle magnetic materials for potential use in cryogenic refrigerators for specialized use in aerospace applications. Principal Investigator: Dr. Mohammadreza Ghahremani, Assistant Professor, Computer Information Systems
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National Park Service (NPS), C&O Canal National Historical Park Historic Structures Report, $56,749 for 1 year: August 1, 2018 – July 31, 2019 Documenting the History of the African American Experience at Ferry Hill, The Blackford House and the Bridgeport Community Shepherd recently became a member of the Chesapeake Watershed Association (CHWA) regional segment of a Cooperative Ecosystem Studies Unit (CESU) under the NPS, which made us eligible for this CESU members only opportunity. Funding provides support for Shepherd faculty and students to conduct research leading to a historic structures report and a historic resource study focused on African American History as it relates to Ferry Hill. Principal Investigator: Dr. James Broomall, Assistant Professor of History and Director of the Civil War Center, and Co-PIs: Drs. Keith Alexander, Associate Professor of History, and Benjamin Bankhurst, Assistant Professor of History
Eastern WV Community Foundation Helen Parker Willard Jefferson County Historic Cemetery Grant, $4,400: March 10, 2018 – December 1, 2018 Historic Cemetery Preservation and Service Learning Funding supports supplies and equipment enabling expansion of cemetery preservation and documentation activities that are central to the service-learning aspect of Shepherd’s Historic Preservation concentration offered by the Department of History. Project Director: Dr. Keith Alexander, Associate Professor of History
Jefferson County Historical Society Community Grant Program, $3,000: April 1, 2018 – December 31, 2018 Window Restoration for the Weltzheimer House Funding supports continuing work and associated educational opportunities focused on the restoration and preservation of the house. Project Director: Dr. Keith Alexander, Associate Professor of History
Academic Affairs Faculty/Administration Esperanza Alzona, Music Operations Manager, had a sculpture accepted in a juried exhibit with the Washington Sculptor’s Group. Scott Beard, Provost, sang Silent Night as a guest soloist with the Frederick Regional Youth Orchestra in their concert at St. James Catholic Church in Charles Town on December 10th. Christian Benefiel, Associate Professor of Art, has had his work exhibited in a number of locations over the last several months. This includes the installation of a large-scale sculpture on Hagerstown, MD, Cultural Trail, a one-person show, at the Wilson Museum, Roanoke, VA, and a Group Show at the Black Rock Arts Center, in Germantown, MD. Dr. Mark Cook, Professor of Music performed with the White House Band at Blues Alley in Washington, DC. Dr. Heidi Hanrahan, Professor of English, has been named one of five finalists for West Virginia Professor of the Year. Additionally, she had an article published in Transformations: The Journal of Inclusive Scholarship and Pedagogy.
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Faculty/Administration (cont.) Chiquita Howard-Bostic, Associate Professor and Chair of Sociology, attended the 17th Annual Hawaii International Conference on Education in Honolulu, Hawaii in January. Howard-Bostic served as chair of the Curriculum, Research, and Development session, facilitating a two-hour discussion about four presentations on community service, experiential learning, and curricular innovation in the social sciences. She also presented a study showcasing a curricular design and theory entitled, "Breaking Resistance Pedagogy for Educators Who Teach Race." The theory of breaking resistance explores resistance to, withdrawal from, and anger about structural racial inequality (Anthony and Howard- Bostic, 2018). The curriculum involves critical reflection about social forces and individual life chances from multiple standpoints. The curriculum, theory, and breaking resistance pedagogy were included in the 2018 Ohio Dominican University (ODU) survey of cross-cultural competencies, a larger research collaboration with ODU faculty, Julie Putnam Hart, Jill Guinan, and Anjel Stough-Hunter. Dr. Howard-Bostic also presented research alongside her students at the Social Changes, Cultures, and Education International Conference in Washington in December. Dr. David Modler, Associate Professor of Art, has a one-person show at the Gormley Gallery on the campus of Notre Dame of Maryland University in Baltimore, Maryland. Dr. James Pate, Assistant Professor of English, had a book review published in Hong Kong Review of Books.
Enrollment Management Spring Semester 2019 Pre-census Estimates Spring Semester opened on January 14th. We were very busy during the first two weeks of the semester as we assisted students adjust their class schedules, complete the financial aid process, and clearing their semester bill. Spring enrollment numbers are currently at 98% of the projected target. The official spring enrollment census will be taken by the Office of Institutional Research in early February.
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Fall Semester 2019 Admission Build The recruitment and admission cycle continues to move forward with a focused emphasis on moving students/families through the decision and commitment process. • Recruiting efforts continue with a focus on building our application pool and converting incomplete applicants to complete their admission file. Additional high school application day events are planned for late January and early February. • Two important upcoming events are Accepted Student Day (February 23rd) and Spring Open House (March 30th).
Student Success Initiatives (Retention) Shepherd Success Academy-Fall 2018 Cohort - The Shepherd Success Academy (SSA) is in its second year. A cohort of 35 students accepted the invitation to join the Academy; 34% of the cohort was provisionally admitted and 26% had documented academic accommodations. The persistence rate was 100% from Fall 2018 to spring 2019. Seventy-seven percent of students who participated in SSA were in good academic standing at the end of the Fall semester, more than half of the cohort had a 2.75 GPA or higher. Of the SSA students who completed the final survey, 100% stated that the SSA helped them transition from high school to college.
Probation Prevention and Road to Success (Probation Prevention) - Two new student success programs were piloted during the Fall 2018 semester. One program focused on a small cohort of undergraduate students who started the Fall semester with a probationary academic standing. The Road to Success focused on a cohort of freshman who at mid-semester, had a grade point average of 1.5-1.99 and if not improved, would place them on academic probation. Each program leader will be presenting their pilot results to the Enrollment, Student and Community Affairs Committee on February 14th.
Student Affairs Holiday Giving The annual holiday giving program at Shepherd provides multiple opportunities for the campus community to positively influence the lives of community members throughout the months of November and December. Students, staff, faculty, and community members collected food items for Thanksgiving meals that were delivered to senior shut-ins and hundreds of holiday gifts were collected for children who would have otherwise gone without.
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Midnight Breakfast The Division of Student Affairs hosted the 38th Midnight Breakfast on Sunday, December 9th with over 300 students in attendance and several dozen staff and faculty preparing and serving food. This long- standing Shepherd tradition brings together faculty, staff, and students for a lively meal the night before Final Exam Week. Students enjoyed a free deluxe breakfast, prizes, and music by DJ and Shepherd alumnus Andrew Potts, ’17.
Dr. Martin Luther King, Jr. Day of Service Members of the Multicultural Leadership Team continued their annual commitment to the Dr. Martin Luther King, Jr. Day of Service on Monday, January 21st. The team of 17 students, led by Keira Cale, Interim Coordinator for Multicultural Student Affairs, and Dr. Tom Segar, Vice President for Student Affairs, visited Children in Need, Inc. of Washington County in Hagerstown, Maryland. This agency provides children who are living in poverty with clothing and school supplies to meet their needs throughout the year. The students’ tasks included sorting, folding, and storing clothing donations. The executive director of the organization was impressed with the quality of the team’s work and dedication to service.
Ram Spirit Night The Office of Student Engagement in collaboration with Shepherd Athletics sponsored Ram Spirit Night to rally support for the women’s and men’s basketball games against Notre Dame on January 17th. Over 150 students, wearing their Shepherd Spirit gear, came out to the Butcher Center to cheer for the Rams.
University Development Comprehensive Fundraising Report: 7/1/18 through 12/31/18
The comprehensive fundraising report below provides cumulative data from 7/1/18 through 12/31/18, with comparative data for the same period during the past three fiscal years. It includes results from fundraising programs managed and recruited through the Shepherd University Foundation, Shepherd Athletics and the Office of Sponsored Grants.
During the first six months of the academic year, a total of $3,439,485 was pledged and paid in new charitable gifts. Total dollars raised increased by $406,969, a 13.4% increase over the period ended 12/31/17. Gift category results are summarized as follows:
• Gifts and pledges for annual giving programs yielded $1,060,989 (increase of $364,477, 52% over December 31, 2017); • Private gifts designated to named endowments equaled $1,036,602, including $497,316 in deferred gifts (increase of $718,551, 226% over December 31, 2017); • Capital gifts totaled $63,190 (decrease of $24,100, 28% compared to December 31, 2017); and • Competitive grants in amount of $1,278,704 were awarded (decrease of $651,992, 34% compared to December 31, 2017). Total support by giving constituencies increased over the same reporting period in 2017 as measured by overall number of donors and total dollar amount of gifts. Dollar increases are partially attributed to some larger gifts and pledges for the Photobiomodulation (PBM) Initiative (PBM Nursing Curriculum), Women Investing in Shepherd, Laura Dreitzler Scholarship, and the Scarborough Society.
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The number of alumni donors increased by 43 donors during the same period ending 12/31/17 which is a 4% increase. Total number of donors has increased by 181 during the same period ending 12/31/17 for a 9.2% increase. SHEPHERD UNIVERSITY COMPREHENSIVE FUNDRAISING SUMMARY
The Shepherd Fund The Office of Annual Giving conducted an analysis over the summer of donor stewardship and solicitation activities of prior years and historical giving amounts. Areas were identified for new initiatives and improved communication. The FY2019 Annual Giving Plan for Fall 2018 included extra campus-wide stewardship, including Thank a Donor Day, and added Shepherd Fund electronic solicitations at year-end. Additionally, a cost effective re-design of the Fall mailer as well as an earlier mailing date were implemented. As a collective, these changes resulted in the best Fall annual fund mailing returns since 2013, which is the first year the mailer was tracked separately. Year-end electronic solicitations were designed similar to the Fall mailer and sent to three segmented donor groups with varying impact messages. A few highlights include:
• $29,350: Total donations from mailer to date, which is $10,000 more than the total raised for FY2018. The next highest year was FY2015 at $20,790, which included donors who shifted their donations to the President’s Club when it was formed in FY2016. • 20: number of donors with donations greater than $500. The next highest year was FY2018 with 10. • 335%: Return on Investment. The next highest year was FY2014 at 150%. The number of pieces has remained relatively consistent during this time. • 33.6%: E-solicitation open rate for donor segments of prior Shepherd Fund donors. Non-profit average open rate for an e-solicitation is 24%. Phonathon Software The annual Phonathon will be held with weeknight calling from February 4th through February 22nd. A new software, VanillaSoft, will be utilized along with VoIP calling to provide increased efficiency with administration as well as provide the opportunity for strategic calling; matching callers with donors to maximize the campaign effort and improve fundraising results. This software is on a term-contract for February and March. It may also be utilized in the future as a cost efficient method for program specific fundraising, thank you calling and alumni outreach and surveys.
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Athletics Shepherd Basketball The men’s basketball program is currently 10-10 overall and 6-8 in the conference. The women’s basketball program is 11-9 overall and 8-6 in conference. Both programs have eight games remaining in the regular season to cement their conference ranking prior to the conference tournament in March.
Spring Sports Preseason practice has begun for baseball, softball, women’s lacrosse, men’s and women’s tennis and men’s golf. The baseball program is highlighted by a preseason regional ranking of fourth in the National Collegiate Baseball Writers Association (NCBWA) preseason poll and five student-athletes have received preseason All-Atlantic Region nomination as presented by the NCBWA.
Academics in Shepherd Athletics Student-athletes had a great Fall semester from an academic standpoint. There were 32 student-athletes who earned 4.0 term GPA’s, 113 (37.5%) of our student-athletes made the dean’ list, 179 (58%) achieved above a 3.0 GPA, and 9 out of 12 of Shepherd’s athletic programs had team GPA’s above 3.0.
Shepherd Football The football program has been working diligently on their 2019 recruiting. We’ve seen some positive movement with a few transfers and incoming freshman who have committed to play for the Rams next season. National Signing Day was February 6th, and we are excited about the incoming Shepherd Rams.
Capital Projects Butcher Center A chairlift was installed from the second floor to the Skybox for ADA access. Eastern Elevator will soon complete the work to update the elevator controller panel and interior appointments.
Knutti Hall Working with volunteers in the community to update interior décor and furniture. Installing countertop computer work/charging station for students on the second floor.
Burkhart Hall A bid request for the proposed work has been issued.
Shaw/Thacher Halls Met with vendors to determine feasibility to install hard surface flooring in Shaw (similar to Thacher) and complete carpet replacement in Thacher.
Student Center Finished installation of two new propane boilers which replaced the 1961 and 1973 vintage fuel oil boilers. The new boilers each have the capacity to serve the entire building, providing redundancy in addition to much improved energy efficiency. Completed abatement, ceiling tile replacement, and light fixture upgrades on third floor.
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Upcoming Events Friday, February 15 – Sunday, February 17 “The Apple Tree,” Frank Center Theater. Sponsored by Department of Music Wednesday, February 20 Screening of “John Lewis: Get in the Way,” Robert C. Byrd Center for Congressional History and Education (CHE) Auditorium. Followed by a post-film discussion with Dr. Chiquita Howard-Bostic, Associate Professor of Sociology, and Dr. Julia Sandy, Associate Professor of History. Sponsored by CHE and Shepherd University Lifelong Learning Program
Friday, February 22 Screening of “Timbuktu,” Reynolds Hall. Followed by a post-film discussion led by Dr. Elizabeth Perego. Sponsored by Shepherd University International Affairs, Department of History, Scarborough Library, and Shepherdstown Film Society
Tuesday, February 26 President’s Lecture Series, “Cryptocurrency and Bitcoin,” presented by Charlie Kiser, CHE Auditorium. Sponsored by Shepherd University Lifelong Learning Program and Office of the President
Friday, March 1 Wind Symphony Concert, Frank Center Theater. Sponsored by Department of Music
Saturday, March 2 Musical Showcase for Scholarship Annual Fundraising Concert, Frank Center Theater. Sponsored by Department of Music
Friday, March 8 Screening of “Good Morning Vietnam,” Reynolds Hall. Followed by a post-film discussion led by Lex Miller. Sponsored by Scarborough Library and Shepherdstown Film Society
Friday, March 15 Spring Break Holiday – University Closed
Wednesday, March 20 Screening of “Dark Money,” CHE Auditorium. Sponsored by CHE and Lifelong Learning Program
Friday, March 22 Screening of “The Insult,” Reynolds Hall. Followed by a post-film discussion led by Dr. Marty Amerikaner. Sponsored by Scarborough Library and Shepherdstown Film Society
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Monday, March 25 President’s Lecture Series, “Neural Underpinnings of Memory Function on Aging and Disease,” presented by Dr. Arnold Bakker, Johns Hopkins Alzheimer’s disease Research Center, CHE Auditorium. Sponsored by Shepherd University Lifelong Learning Program and Office of the President
Thursday, April 4 Scarborough Society Art and Lecture Series, Ruth Scarborough Library
Friday, April 5 Spring Choral Concert, Frank Center Theater. Sponsored by Department of Music
Monday, April 8 Spring Assembly, Erma Ora Byrd Auditorium
For other Shepherd events, event locations and times, please check our home page calendar at http://www.shepherd.edu/calendar
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Shepherd University Board of Governors Report to the Academic Programs and Development Committee February 14, 2019 Agenda Item No. 5-a
ADVISORY COUNCIL OF FACULTY (ACF) ANNUAL REPORT
The Academic Programs and Development Committee representative will lead a discussion with the Board on the ACF Annual Report, as presented by Dr. Max Guirguis, ACF University Representative and Professor of Political Science. The presentation will include an overview of ACF activities and concerns of the Council. The Advisory Council of Faculty (ACF) was established by West Virginia Code §18B-6- 2 as an advisory body of higher education faculty. Dr. Guirguis reports to the campus about the activities of the ACF may be viewed as part of the Faculty Senate Minutes at http://www.shepherd.edu/senate/faculty-senate-minutes.
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Shepherd University Board of Governors Report to the Enrollment, Student and Community Affairs Committee February 14, 2019 Agenda Item No. 6-a
STUDENT AFFAIRS ANNUAL REPORT
The Enrollment, Student and Community Affairs Committee representative will lead a discussion with the Board on the Student Affairs Annual Report, as presented by Dr. Tom Segar, Vice President for Student Affairs. The presentation will include an overview of the Division of Student Affairs activities, functions and outcomes related to Student Affairs auxiliaries, student engagement, student services and student leadership.
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Shepherd University Board of Governors Report to the Enrollment, Student and Community Affairs Committee February 14, 2019 Agenda Item No. 6-b
ROAD TO SUCCESS PRESENTATION
Ms. Emily Gross, Director, Academic Support Center, will present a report to the Board on the Road to Success pilot program.
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Shepherd University Board of Governors Report to the Enrollment, Student and Community Affairs Committee February 14, 2019 Agenda Item No. 6-c
PROBATION RECOVERY PRESENTATION
Ms. Julia Franks, Director of Student Success, and Ms. Crystal Smiles-Tharp, Probation Recovery Coach, will present a report to the Board on the Probation Recovery pilot program.
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Shepherd University Board of Governors Report to the Finance and Facilities Committee February 14, 2019 Agenda Item No. 7-a
QUARTERLY FINANCIAL REPORT: 2nd QUARTER FY2019
Ms. Pam Stevens, Vice President for Finance, will present the quarterly financial report.
Financial results are provided in the following three reports for the 2nd Quarter of FY2019: 1) Statement of Net Position 2) Budget to Actual Report 3) Statement of Revenues Expenses and Other changes which shows a quarter-to-quarter comparison to FY2018.
Overview of Comparison: 2nd Quarter FY2019 compared to 2nd Quarter FY2018 • 3.6%, $677,000, decrease in Total Operating Revenues • 1.9%, $546,000, decrease in Total Operating Expenses • 5.4%, $4.1 million, decrease in Net Position • 16.6%, $2.5 million, decrease in Cash and Cash Equivalents • 10,400%, $312,000, increase in Other Assets
STATEMENT OF NET POSITION
Assets Total Assets: $144.1 million - 5.19% approximate decrease; $7.9 million Significant changes in assets from the prior year include a decrease in Cash, a decrease in Capital Assets, net of accumulated depreciation, and a decrease in Grants and Contracts Receivable.
Cash and Cash Equivalents - $12.8 million - 16.6% decrease; $2.5 million
At the end of the 2nd Quarter FY2019, the University had sufficient cash and other resources on hand to meet operating and capital requirements.
Days Cash: _98_
While Cash balances decreased from 2nd Quarter FY2018 to 2nd Quarter FY2019 by 16.6% to $12.8 million, cash increased from year-end FY2018 by 16.4%, in the amount of $1.7 million.
Accounts Receivable - $14.9 million - 1.71% decrease; $259,000 The reduction in student receivables is a reflection of timely billing and early collection activities performed by Business Office staff. Eliminating the third party vendor for student payment plans rendered better collection results, fee revenue for the University and eliminated the third party fee expense.
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Grants and Contracts Receivable (net) - $387,000 - 24.85% decrease; $128,000 The decrease is created in part by the timely billing of grants, such as TRiO, and third party contracts such as VA programs and WV Division of Rehabilitation Services. In addition, the Potomac Place billing and reimbursement process has now been in place for a full year. The prompt preparation of billing and receipt of funds has improved for this activity.
Other Assets - $315,000 - 10,400% increase; $312,000 This amount is the prepayment to Chartwells per the contract agreement representing the last three weeks of dining earnings for the spring semester.
Capital Assets (net) - $115.1 million - 3.9% decrease; $4.7 million Capital Assets are stated net of Accumulated Depreciation
The 2nd Quarter addition to Accumulated Depreciation is $3.2 million, which decreases the Capital Assets stated net of Depreciation from December 2017 to December 2018.
Continuing the effort to preserve cash flow, the University delays major capital expenditures, when possible.
Liabilities Total Liabilities: $70.5 million - 6.2% decrease; $4.6 million Significant changes include increases in Accounts Payable, Accrued Liabilities and decreases in Deferred Revenue, Other Post-Employment Benefits (OPEB) and Bonds and Leases Payable.
Accounts Payable - $913,000 - 35.3% increase; $238,000 This is primarily the result of changes at the State level in procurement procedures which delays processing of invoice payments.
Bonds and Leases Payable - $38.5 million - 4.1% decrease; $1.6 million Bonds and Leases Payable balances continue to decline due to the payment of principle for these obligations and the lack of additional debt.
STATEMENT OF REVENUES, EXPENSES AND OTHER CHANGES
Operating Revenues: $18.3 million - 3.6% decrease; $677,000 The University’s Operating Revenues continue to decline year-over year. Operating Revenues are down 3.6%, compared to the 2nd Quarter 2018.
Tuition and Fee Revenue (net) - $8.1 million - .5% decrease; $39,000 The University earned 57.4% of budgeted Operating Revenues at the end of the 2nd Quarter FY2019. As indicated in prior reports, the rate of decline compared to FY2018 is slowing as recruitment and retention efforts produce positive results. The increase is further impacted by the mix of in-state and out-of-state students and the increase in Tuition and Fee rates for FY2019.
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Auxiliary Enterprises Revenue - $6.97 million - 11.6% decrease; $912,000 This is a result of outsourcing the Bookstore (Follett) and Dining Services (Chartwells) and should be reviewed in conjunction with the comparable reduction in Auxiliary Enterprises Expenses. Going forward, Auxiliary Revenue will consist largely of the commission revenue from these contract operations.
Operating Expenses: $28.2 million - 1.9% decrease; $546,000 The University expended 55.2% of budgeted Operating Expenses at the end of the 2nd Quarter FY2019. Primary Mission Costs for Instruction, Student Services, Operations and Maintenance, Institutional Support and Depreciation reflect less than 55% of budget year-to-date at the end of the 2nd Quarter FY2019. Academic Support, Public Service, Research and Scholarships and Fellowships expenses are in excess of 55% of budget at this measurement.
Auxiliary Expenses - $5.7 million - 10.8% decrease ($691,000)
Non-Operating Revenues and Expenses: $7.6 million - 11.1% increase; $759,000
State Appropriations - $4.8 million - 3.3% increase; $77,647 per quarter, as a result of additional State support for the current fiscal year.
Non-Operating Federal Revenue - $2.6 million - .7% decrease; $19,000 This line is for PELL.
Gifts - $761,000 - 13.1% increase; $88,000. This revenue is generated by contributions from the Foundation. The majority represents the funding of student scholarships.
Other Revenues, Expenses, Gains or Losses:
GASB75, implemented in FY2018, resulted in an adjustment for prior years’ accrual to OPEB. In addition, there is no expense accrual reported for the 2nd Quarter of FY2019 for OPEB. This compares to the 2nd Quarter FY2018 amount of $238,000. No actuarial information is available until year-end.
Summary: Total Net Position: $72.7 million - 5.35% decrease; $4.1 million. This change continues to be driven by the University’s decline in significant capital investments and decline in enrollment.
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Table 2 Shepherd University Budget to Actual Report For the Quarter Ending December 31, 2018 (Dollars in Thousands) Annual YTD $ % Budget Actual Variance Budget OPERATING REVENUES Tuition and Fees $14,960 $8,110 $6,850 54.2% Federal Grants and Contracts 1,716 569 1,147 33.2% State and Local Grants and Contracts 3,868 2,365 1,503 61.1% Private Grants and Contracts 38 - 38 0.0% Sales and Services of Educational Activities 24 15 9 62.5% Auxiliary Enterprises 11,005 6,965 4,040 63.3% Other Operating Revenues 330 307 23 93.0% TOTAL OPERATING REVENUES 31,941 18,331 13,610 57.4% OPERATING EXPENSES Instruction 17,336 9,075 8,261 52.3% Academic Support 3,082 1,702 1,380 55.2% Student Services 3,394 1,685 1,709 49.6% Scholarships & Fellowships 2,270 1,375 895 60.6% Operations and Maintenance 4,118 2,119 1,999 51.5% Institutional Support 5,962 3,027 2,935 50.8% Research 200 134 66 67.0% Public Service 138 108 30 78.3% Auxiliary Expenses 7,820 5,731 2,089 73.3% Depreciation Expense 6,500 3,196 3,304 49.2% Transfers and Other (Additions) Subtractions 220 - 220 0.0% TOTAL OPERATING EXPENSES 51,040 28,152 22,888 55.2%
NONOPERATING REVENUES AND EXPENSES State Appropriations 9,672 4,836 4,836 50.0% Nonoperating federal revenue 5,000 2,594 2,406 51.9% Investment Income 180 87 93 48.3% Interest on capital asset related debt (1,374) (693) (681) 50.4% Loss on disposal of equipment - (1) 1 n/a Gifts 1,600 761 839 47.6% Payments on behalf of Shepherd University - - - n/a Fees assessed by the Commission for interest and reserves (38) (9) (29) 23.8% TOTAL NONOPERATING REVENUES AND EXPENSES 15,040 7,575 7,465 50.4%
OTHER REVENUES, EXPENSES, GAINS OR LOSSES Other Post Employment Benefits (OPEB) expense - - - n/a
Increase (Decrease) in Net Position (4,059) (2,246) (1,813) 55.3%
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Table 3 Shepherd University . Statement of Revenues, Expenses and Other Changes For the Quarters Ending December 31, 2018 and 2017 (Dollars in Thousands) Budget FY19 YTD Actual YTD Actual Annual 12/31/18 12/31/17 % Change $ Change OPERATING REVENUES Tuition and Fees 14,960 $8,110 $8,149 -0.5% ($39) Federal Grants and Contracts 1,716 569 553 2.9% 16 State and Local Grants and Contracts 3,868 2,365 2,125 11.3% 240 Private Grants and Contracts 38 - - n/a - Sales and Services of Educational Activities 24 15 18 -16.7% (3) Auxiliary Enterprises 11,005 6,965 7,877 -11.6% (912) Other Operating Revenues 330 307 286 7.3% 21 TOTAL OPERATING REVENUES 31,941 18,331 19,008 -3.6% (677)
OPERATING EXPENSES Instruction 17,336 9,075 8,888 2.1% 187 Academic Support 3,082 1,702 1,695 0.4% 7 Student Services 3,394 1,685 1,740 -3.2% (55) Scholarships & Fellowships 2,270 1,375 1,030 33.5% 345 Operations and Maintenance 4,118 2,119 2,149 -1.4% (30) Institutional Support 5,962 3,027 3,112 -2.7% (85) Research 200 134 72 86.1% 62 Public Service 138 108 117 -7.7% (9) Auxiliary Expenses 7,820 5,731 6,422 -10.8% (691) Depreciation Expense 6,500 3,196 3,352 -4.7% (156) Transfers and Other (Additions) Subtractions 220 - 121 -100.0% (121) TOTAL OPERATING EXPENSES 51,040 28,152 28,698 -1.9% (546)
NONOPERATING REVENUES AND EXPENSES State Appropriations 9,672 4,836 4,681 3.3% 155 Nonoperating federal revenue 5,000 2,594 2,613 -0.7% (19) Investment Income 180 87 71 22.5% 16 Interest on capital asset related debt (1,374) (693) (842) -17.7% 149 Loss on disposal of equipment 0 (1) (380) -99.7% 379 Gifts 1,600 761 673 13.1% 88 Payments on behalf of Shepherd University 0 - - n/a - Fees assessed by the Commission for interest and reserves (38) (9) - n/a (9) TOTAL NONOPERATING REVENUES AND EXPENSES 15,040 7,575 6,816 11.1% 759
OTHER REVENUES, EXPENSES, GAINS OR LOSSES Other Post Employment Benefits (OPEB) expense 0 - (238) -100.0% 238
Increase (Decrease) in Net Position (4,059) (2,246) (3,112) -90.5% $866
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Shepherd University Board of Governors February 14, 2019 Agenda Item No. 8
PROPOSED 2019-2020 ENROLLMENT, HOUSING, DINING AND OTHER FEES
Ms. Pam Stevens, Dr. Tom Segar, Mr. Jack Shaw, Interim Vice President for Campus Services, and Mr. Bill Sommers, Vice President for Enrollment Management, will present to the Board the 2019-2020 Enrollment, Housing, Dining and Other Fees. Ms. Stevens, Dr. Segar, Mr. Shaw, and Mr. Sommers will then be available for any questions from members of the Board.
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Requested Curre nt NEW Fee Total Increase Baccalaureate Unit Fee Type Fee (Per Fee for FY20 Requested Semester)
Code Course # Section(s) Course Title Type Amount
COMM 302 Narrative Screenwriting Course 35.00 50.00 - 15.00 COMM 321 Public Relations Principles Course 35.00 50.00 - 15.00 COMM 322 Social Media Course 35.00 50.00 - 15.00 COMM 326 Radio Practicum Course 35.00 50.00 - 15.00 COMM 329 Sound Design Course 35.00 50.00 - 15.00 COMM 333 Music Video Course 35.00 50.00 - 15.00 COMM 335 Writing Across Platforms Course 35.00 50.00 - 15.00 COMM 343 Graphic Novel Course 35.00 50.00 - 15.00 COMM 344 Game Design Course 35.00 50.00 - 15.00 COMM 345 Animation & Communication Course 35.00 50.00 - 15.00 COMM 346 Motion Graphics Course 35.00 50.00 - 15.00 COMM 347 Special Effects Course 35.00 50.00 - 15.00 COMM 349 New Media Practicum Course 35.00 50.00 - 15.00 COMM 348 News Practicum Course 35.00 50.00 - 15.00 COMM 350 Digital Filmmaking Course 35.00 50.00 - 15.00 COMM 352 Computer Mediated Comm Course 35.00 50.00 - 15.00 COMM 360 TV Production Course 35.00 50.00 - 15.00 COMM 406 Advertising and Imagery Course 35.00 50.00 - 15.00 COMM 420 Advanced Production Course 35.00 50.00 - 15.00 COMM 435 Communication Research Course 35.00 50.00 - 15.00 COMM 447 Advanced Internet Media Course 35.00 50.00 - 15.00 COMM 470 Strategic Campaigns Course 35.00 50.00 - 15.00 ENGL 101S ** NEW English Course - - 30.00 30.00 HIST 427 NEW Sem: Tudor Stuart England Course - - 50.00 50.00 MUSC 230 NEW Woodwind Techniques I Course - - 74.00 74.00 MUSC 231 NEW Woodwind Techniques II Course - - 64.00 64.00 MUSC 232 NEW Brass Techniques Course - - 63.00 63.00 MUSC 233 NEW String Techniques Course - - 56.00 56.00 MUSC 239 NEW Guitar Techniques Course - - 33.00 33.00 EDUC Department of Education Major 60.00 100.00 - 40.00 NURS 330 PT CntrdCare: Fd of Nursing Lab 75.00 150.00 - 75.00 NURS 331 Performance Outcomes I Lab 75.00 150.00 - 75.00 NURS 333 Health Assessment Lab 75.00 150.00 - 75.00 NURS 340 PT CntrdCare: Behavioral Health Lab 75.00 150.00 - 75.00 NURS 341 Performance Outcomes II Lab 75.00 150.00 - 75.00 NURS 342 PT CntrdCare: Adult Health I Lab 75.00 150.00 - 75.00 NURS 430 PT CntrdCare: Child and Families Lab 75.00 150.00 - 75.00 NURS 431 Performance Outcomes III Lab 75.00 150.00 - 75.00 NURS 432 PT CntrdCare: Adult Health II Lab 75.00 150.00 - 75.00 NURS 438 PT CntrdCare: Childbearing Family Lab 75.00 150.00 - 75.00 NURS 442 PT CntrdCare: Population Health Lab 75.00 150.00 - 75.00 NURS 632 DNP Practicum Lab 350.00 375.00 - 25.00 BIOL All Biology Lab Fees Lab 60.00 70.00 - 10.00 CHEM All Chemistry Lab Fees Lab 60.00 70.00 - 10.00 ENVS, GSCI, All ENVS, GSCI, PHYS Lab Fees Lab 60.00 70.00 - 10.00 PHYS - Other Fees Type Amount Athletic * Athletics 223.00 230.00 7.00 Fee Athletic * Athletics 81.00 88.00 7.00 Equity
* These fees apply to all full-time students ** This Course Replaces Two Courses (ENGL 101A and 101B) which each had a $15 Course Fee
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FEE INCREASE JUSTIFICATIONS Course : Justification: MUSIC: Fees from these courses cover the costs of mandatory music equipment rentals from vendors for technique courses. Students learn to play and subsequently teach how to learn these instruments in these techniques courses. The last fee requested was in December of 2015 ($70/semester Music Major fee). This was to create a revenue line to cover maintenance of and replacement of music equipment used by ensembles and majors in the department. The Music Major fee of $70 was approved to take effect in the fall of 2016. In August of 2016, Music and Arts informed us that they would no longer provide free loaner instruments for our techniques courses. Consequently, we were forced to use the new revenue generated by the Music Major fee to rent instruments for our techniques classes. These courses are taken only by BME Music Education majors. This proposed fee is tied to the direct cost of providing new-quality rental instruments from vendors for our majors who enroll in the various technique classes.
COMMUNICATION: All of the proposed course fees reflect a $15 increase to offset increased technology costs; fees are used to acquire equipment and materials that will have direct impact on students and be accessible in the Communication labs and studios. The new fee collected for COMM 347 (Fall 2018) will be used to provide software for special effects work.
HISTORY: Changes to the above courses represent a coordinated effort across departments to increase the frequency of student travel to the Washington/Baltimore metropolitan area in light of state funding cuts to the Gateway Program.
EDUCATION: In examining the fee revenue which provides funding for the Field Placement Coordinator, Helen Baker, the revenue (due to decreased enrollment) is not covering the required salary for this position. Due to additional compliance elements with the program accreditor (CAEP), the department developed a new position that will be funded through the reallocation of release time, stipends and part of this additional fee revenue. The program fee is in line with other large accredited and professional programs that lead to licensure (i.e. nursing).
NURSING: Increase lab fees for undergraduate nursing courses from $75 per clinical course to $150 per clinical course for classes listed above. The cost of equipment and maintenance for the simulation skills labs have increased over time. Universities in our market area charge fees from $64.58/credit hour to $412/clinical course. The lab fees cover 65% of the salary for the Coordinators position, equipment, and student related activities. There is also a need to hire a part-time technology person to help oversee trouble shooting and management of equipment. While at the AACN conference in late October, Dr. Mailey learned that we need a FT course design position in order to put the DNP fully online; the design specialist is the student's first contact for assistance, then IT. Having a specialist currently working to design RN to BSN online would allow for standardization of our templates and content placement as the courses are designed and updated in UG while moving forward with DNP.
SCIENCE: The fees generated from these courses provide for the purchase of laboratory consumables whose cost has increased steadily since the initial lab fee was proposed. These fees are held within departmental Capital Accounts for future replacement of instruments equipment. These monies also fund the salary for two Laboratory Technicians, both of which were recently increased as part of the mandate from Governor Justice. The fees will also offset the cost of collection and disposal of laboratory waste. The fees will also offset the cost of collection and disposal of laboratory waste.
NURSING - DNP: Increase lab fee for NURS 632 from $350 to $375 to cover the increase in the cost of the exam.
ENGLISH: The fees generated from this course provide enrolled students necessary instructional materials to ensure their support and successful course completion. Instructional materials supported by these fees include computer hardware and software, such as Pearson Writer. Fees will also be used to support regular assessment of these courses to ensure their success in lowering attrition and increasing student performance in their mainstream writing courses. Course fees also fund targeted replacement for the mobile lab of 30 laptop units and charging cart, which totals approximately $20k. Historically, these fees were used to pay adjunct faculty for the lab hour that was not included in the credit hours for the course. The new structure provides more seamless student progression towards completion of writing, core curriculum and degree requirements. Moving the program back to the English Department (from CTL) results in insufficient operational resources to expand the computer lab and accessibility of students to laptops. This fee will ensure that opportunity, in addition to the aforementioned needs previously stated.
ATHLETICS: The average headcount above is based on actuals for fall 2018, plus projected spring numbers, based on previous years. The past several years have seen a decrease in enrollment, and a substantial increase in expenses. As coaches are recruited to other job opportunities, we attempt to increase salaries to be more competitive. We are working toward adding Women's Golf to provide more athletic opportunities for women, and encouraging our coaches to enhance recruiting efforts and offer more summer camps in an effort to boost revenue. Athletics is closely tracking expenses, and have had several discussions with coaches on monitoring budgets/expenses. The decision to change conferences in FY20 was in part reduce travel expenses. The fee increase is essential to help cover rising costs associated with athletics, including officials' fees, security costs for athletic events and repair and maintenance expenses. (Fees were not increased for FY19.)
Shepherd University Board of Governors February 2019 Agenda Page 8-7
The following resolution is recommended for adoption by the Board:
RESOLVED, That the Shepherd University Board of Governors approves the increases in tuition and required enrollment fees, housing, board, and special fees for FY2020, effective August 2019, as presented in the Agenda materials of February 14, 2019.
Shepherd University Board of Governors February 2019 Agenda Page 8-8
Shepherd University Board of Governors February 14, 2019 Agenda Item No. 9
PROPOSED ORGANIZATIONAL STRUCTURES
Following a directive from the Shepherd University Board of Governors in May 2017, the Provost and President Hendrix worked with the Academic Restructuring Taskforce to develop and vet potential academic administrative models with the campus community. Models were developed and presented to the campus through the academic restructuring web pages and at the Spring Assembly on April 9, 2018. Over the summer and early Fall 2018, President Hendrix convened a special advisory group of academicians, representing the Board of Governors, the Deans Council, the Faculty Senate, and tenured faculty at large – to review and discuss the basic academic organizational structure developed by the Academic Restructuring Taskforce.
Dynamic ongoing discussions continued throughout the Fall. The President and Provost have worked to build consensus in the faculty for the completion of the academic reorganization which began with the establishment of the College of Business. The further work this Fall has included:
• October 24, 2018 – Shared with Deans’ Council • November 5, 2018 – Shared with the Faculty Senate • January 11, 2019 – Official Notice to SGA, Faculty Senate and CEC • January 23, 2019 – Official Notice shared with the campus, following final name updates which followed faculty meetings
The revised proposal features a combination of renamed and in some cases merged colleges, as well as five professional schools. Initially, stronger fiscal savings were emphasized as an objective in the reorganization. The proposed model is calculated to save approximately $165k over the previous structure, but more importantly this provides new organizational and philanthropic (naming) opportunities, as well as possibilities for future degree programs that point us towards current and imminent workforce demands.
• Fall 2019 – Implementation of New Academic Organizational Structure
It is proposed that the new Academic Organizational Structure be implemented effective August 13, 2019, immediately following the close of the summer 2019 academic term. Concurrently, the faculty and academic administrative staff would work cooperatively in addressing issues associated with carrying out the new academic structure, including any potential policy changes that will require approval by the University Assembly and/or the Board of Governors.
Shepherd University Board of Governors February 2019 Agenda Page 9-1
As the academic organizational changes have worked toward a conclusion, the President has also identified several administrative organizational adjustments which are appropriate for review by the Board. Transitions in senior personnel and shifting operational needs of the University have resulted in several temporary administrative adjustments over the course of several months. The President proposes to permanently align the Information Technology department under the Vice President for Student Affairs and Information Technology, and to dissolve the position of assistant vice president within Student Affairs, as well as the position of dean of students, with two program-coordinator positions to be established to help provide these student services. The Student Success program has been re-aligned as a component of the Office of Enrollment Management and Student Success, under the President’s existing administrative authority. These changes would establish the Director of Community and Government Relations, which would continue to be a partial component of Holly Frye’s work and not a dedicated position line, as a direct report to the President, under which the University Police Department would be structured. These administrative changes do not add expense.
All of these academic and administrative structural adjustments were detailed in the January 11th and January 23rd messaging described above. As of the publication of this Agenda Book, no written communications have been received in response to the formal notices, and the administrative staff believe that a substantial consensus of moving the University forward with this structure has been achieved.
The following resolution is recommended for adoption by the Board of Governors:
RESOLVED, That the Shepherd University Board of Governors approves the Shepherd University Academic and Administrative organizational structure, as reflected in the Agenda Book of February 14, 2019; Provided, that all of the approved academic organizational changes shall be effective as of August 13, 2019.
Shepherd University Board of Governors February 2019 Agenda Page 9-2
SHEPHERD UNIVERSITY PROPOSED ACADEMIC ORGANIZATIONAL STRUCTURE
*Denotes accredited program. Faculty and Enrollment numbers are based on the 2018 AA Data Set.
College of Arts, Humanities, and Social Sciences 1 Dean; 1 Associate Dean, 1 School Director, 8 Chairs, 68 Full-time (FT) Faculty Lines; 751 Undergraduate (UG) Enrollment
DIVISION OF ARTS AND HUMANITIES* • *Department of Contemporary Art and Theater (12) • Department of Communication (4) • Department of English and Modern Languages (15; includes clinical faculty) • Department of History (7) • *School of Music (9)
DIVISION OF SOCIAL AND BEHAVIORAL SCIENCES* • Department of Government, Geography, and Global Studies (6) • Department of Psychology (6) • *Department of Social Work (3) • Department of Sociology, Criminology, and Criminal Justice (6)
Note for the College of Arts, Humanities, and Social Sciences: The divisions would be organizational units represented by the department chairs of the departments within the units. There would be no additional administrative position as division head.
College of Business 1 Dean, 1 Associate Dean, 3 Chairs (dual roles); 14 FT Faculty Lines; 355 UG Enrollment; [MBA program]
• *Department of Business Administration (6) • Department of Economics and Finance (5) • Department of Accounting (3) • Shepherd University Entrepreneurship Corporation (SERC)
Note for the College of Business: The three departments retain their autonomy through department chairs, one of whom is also the dean, and one of whom is also the associate dean, and, who also handles some departmental operations, and also oversees the MBA program
Shepherd University Board of Governors February 2019 Agenda Page 9-3
College of Science, Technology, Engineering, and Mathematics 1 Dean; 4 chairs; 34 FT Faculty Lines; 552 UG Enrollment
• Department of Biology (9) • *Department of Chemistry (6) • Department of Computer Science, Mathematics and Engineering (13; includes clinical faculty); [MA-DAIS program] • Department of Environmental and Physical Sciences (6)
Note for the College of Science, Technology, Engineering, and Mathematics: A future institute in the sciences will be created and housed under SERC.
College of Nursing, Education, and Health Sciences 1 Dean; 3 School Directors; 32 FT Faculty Lines; 979 UG Enrollment
-*School of Nursing - 1 Director (11 FT Faculty; 341 UG Enrollment; [DNP Doctoral Program]
-*School of Education - 1 Director (11 FT; 364 UG Enrollment; [MAT and MACI Programs]
-*School of Recreation, Sport, and Exercise Sciences - 1 Director (9 FT Faculty Lines; 274 Enrollment) Faculty number includes Nutrition Line from FACS.
Note for the College of Nursing, Education, and Health Sciences: Those currently in leadership roles for these programs (for the most part) already have extended contracts to cover accreditation work and ongoing administrative needs during the summer months, as well as specific amounts of required release time.
School of Graduate and Professional Studies (Free Standing) 1 Dean; 4FTF; Graduate Program Coordinators; 160-180 Degree Enrollment; 500+ n=Non-degree Enrollment
• Graduate Programs (6-MAT, MACI, MA-CSDA, MA-DAIS, MBA, DNP) • Certificate Programs (4) • Lifelong Learning • Continuing Education • Martinsburg Center
Note for the School of Graduate and Professional Studies: The leadership title would be - Dean of Graduate and Professional Studies and Faculty Affairs.
Shepherd University Board of Governors February 2019 Agenda Page 9-4
Ruth Scarborough Library and Center for Teaching, Learning, and Instructional Resources (CTL) 1 Dean; Library (4 FT Faculty Lines; 7 FT Staff); CTL (FT Faculty-9; 4 FT Staff) Note: Includes TRiO SSS and Upward Bound positions, which are grant funded.)
• Library • Academic Support Services • Academic Advisement Center • FYEX • TRiO Student Support Services and Upward Bound (grant funded) • Faculty Support Services and Training • Instructional Technology (LMS, Online training and support) • University Assessment Program
Note for the Ruth Scarborough Library and CTL. The leadership role title would be - Dean, Ruth Scarborough Library and the Center for Teaching, Learning, and Instructional Resources.
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Shepherd University Board of Governors February 14, 2019 Agenda Item No. 12
RAM STADIUM ARTIFICIAL TURF PROJECT
The artificial turf at Ram Stadium was installed in summer 2008, replacing a grass field which had gained infamy over a period of several years for becoming impossible to maintain healthy grass throughout the football season. The artificial turf not only enhanced the football program but opened the opportunity for Shepherd to establish a new women’s lacrosse team, also playing at Ram Stadium. From the outset, it was presumed that the useful life of the artificial turf installed at that time was a maximum of ten years.
Having gained eleven football and lacrosse seasons from that turf, the University needs to replace the turf this summer. Wear and age have worked together to deteriorate the quality of the surface. If we do not move forward with new turf at the Stadium, there is a steadily growing risk that the condition of the field might deteriorate to the point of being not viable for NCAA competition.
At the June meeting of the Board, the University staff presented the 2019 Capital Project Initiatives with an anticipation of financing the estimated $550,000 Ram Stadium Artificial Turf Project using the State’s lease-purchase financing program. The Executive Session of the Board meeting is intended to include a detailed discussion by counsel with the Board regarding the complex legal and compliance issues relating to financing of the project which have developed in the interim.
The University solicited bids for turf replacement during the Fall. The solicitation emphasized a requirement that the new turf and its in-fill must be made of safe materials. Based upon the bids, the University can complete the project at a total cost of $570,000 or less. The project would be scheduled to proceed immediately following all seasonal activity for the lacrosse team. This would allow Ram Stadium to be available for use with the new turf for scheduled summer camps.
As noted in the Authorization for Fund Transfers Consent Agenda item, the University has reserve balances which can be used for the financing of this project, if necessary. The Athletics Department has made the artificial turf project a priority in fundraising messaging, which will also be discussed in greater detail during the Executive Session of the Board.
The University staff were continuing to work on details relating to this project as of the publication of the Agenda Book. Supplementary information will be distributed together with a recommended resolution for approval of the project by the Board.
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