FY19 ARCHE Annual Report

Summary of program status, activities, and finances of the Atlanta Regional Council for Higher Education

ARCHE ANNUAL REPORT

HISTORY The Atlanta Regional Council for Higher Education (ARCHE) was founded in 1938 as the University Center in Georgia. Founding members of the organization were Agnes Scott College, the Atlanta College of Art, Columbia Theological Center, Emory University, the Georgia Institute of Technology and the University of Georgia. They formed the University Center in Georgia to share resources, avoid duplication, and facilitate collegiality among faculty. Membership continued to grow and included 19 public and private institutions of higher learning in the greater Atlanta region.

TODAY As of 2012, ARCHE has focused and continues to manage programs that were deemed priority value to member institutions. The current staff consists of an Executive Director that manages the day to day operations and corporate responsibilities of the organization. The mission of ARCHE remains to bring its members together to collaborate in these programs. Hundreds of students each year register for courses on other member campuses via ARCHE's cross registration program, which offers students the opportunity for expand their horizons in other fields of study or campus settings. ARCHE's Library Council and library programs include a interlibrary sharing program which allows members to share to the collective resources of all member libraries. ARCHE provides a van that transports library exchange items to campuses three days a week. In addition, students and faculty at ARCHE institutions may visit libraries at other members to gain immediate access to materials that do not circulate. The ARCHE Board of Trustees recently determined their colleges and universities would benefit from convenings of key individuals across member institutions. These communities of practice will provide each group the ability to build relationships, identify shared goals and challenges, opportunities to problem solve, and identify collaborative opportunities. Each group shall determine agendas of meetings based on their needs and current challenges.

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ARCHE MEMBER INSTITUTIONS

Agnes Scott College, Brenau University, Clark Atlanta University, Clayton State University, Columbia Theological Seminary, Emory University, Georgia Gwinnett College, Georgia State University, Interdenominational Theological Center, Kennesaw State University, Mercer University, Morehouse College, Morehouse School of Medicine, Oglethorpe University, Savannah College of Art and Design, Spelman College, University of Georgia, University of West Georgia

ARCHE BOARD OF TRUSTEES, JULY 1, 2018

Executive Committee Chair – Stanley Preczewski, Georgia Gwinnett College Vice Chair – Lawrence Schall, Oglethorpe University Past Chair – Thomas Hynes, Clayton State University Treasurer – Mary Schmidt Campbell, Spelman College Member-at-large – Kyle Marrero, University of West Georgia Member-at-large – Valerie Montgomery Rice, Morehouse School of Medicine Member-at-large – Bud Peterson, Georgia Institute of Technology

Lee Zak, Agnes Scott College Ed L. Schrader, Brenau University Ronald A. Johnson, Clark Atlanta University Leanne Van Dyk, Columbia Theological Seminary Claire E. Sterk, Emory University Mark P. Becker, Georgia State University Edward L. Wheeler, Interdenominational Theological Center Pam Whitten, Kennesaw State University William D. Underwood, Mercer University David Thomas, Morehouse College Paula Wallace, Savannah College of Art and Design Jere Morehead, University of Georgia

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ARCHE LIBRARY PROGRAMS

ARCHE SOCIAL MEDIA PROMO IN APRIL 2019

LIBRARY COUNCIL

The ARCHE Library Council consists of library directors of member institutions and directors of our Affiliated Libraries.

ARCHE Affiliated Libraries include: Atlanta-Fulton Public Library System Kenan Research Center at the Atlanta History Center Jimmy Carter Presidential Library Georgia Archives Georgia Public Library Service

The Library Council normally meets twice a year and is the host body for all other ARCHE library committees and programs. This year’s meeting centered around the growing costs of database subscriptions and making difficult decisions to unsubscribe from previous subscribers due to imminent price increases.

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ARCHE ARCHIVES COUNCIL

The ARCHE Archives Council held 2 meetings this year. The Archives Council decided the FY17 and FY18 fiscal years that advocacy would be the underlying theme of their work and focus in the immediate future. The Archives Advocacy Committee is interested in asking a big question; that is, how can archivists demonstrate the collective impact of archival work measurements that are understood by stakeholders outside of the profession? To read more about their methods and progress in this undertaking, please visit ARCHE Archives.

ARCHE INFORMATION LITERACY COMMITTEE

The Information Literacy Committee coordinated a LibGuides Training workshop from SpringShare early in 2017. Approximately 50 attended from ARCHE member institutions and affiliated libraries. The committee experienced a loss of several founding members due to retirements and job changes, but new leadership is identifying the best needs of the group moving forward. The committee met in December 2018 to develop a framework for moving forward in 2019.

The ARCHE Archives Council and ARCHE Information Literacy Committee have planned a joint meeting for June to discuss shared interests and challenges of the two groups and are exploring possibilities of an ACRL Roadshow to fit their needs.

ARCHE ILL/ILU COMMITTEE

INTERLIBRARY LOAN PROGRAM - Collectively, the libraries of ARCHE member institutions contain millions of volumes and countless periodicals, journals and other print and electronic educational resources. Through ARCHE, these vast resources are shared among member institutions' students and faculty. Member institutions also collaborate with the region's major non-university libraries and archives.

The ILL/ILU program is collectively viewed as the most visible and prominent of ARCHE collaborative programs. The ILL (interlibrary loan) program is used widely by those members and approximately 28,000 requests (including originals and copies) were made between institutions. The ARCHE van cuts costs for members loaning books and materials to other ARCHE members. The ARCHE van transported approximately 21,000 requests (can contain multiple books and items) in 2018.

The ILU (Interlibrary Use) program allows faculty and students of any ARCHE member institution to access and check out books at any other ARCHE member library. ARCHE libraries issued approximately 250 interlibrary use cards to faculty and students in 2018.

The ILL/ILU Committee consists of the ILL staff at each ARCHE member institution, as well as affiliated libraries that participate. The committee meets once a year at a different campus that chooses to host. At the latest meeting, members agreed that the OCLC statistics are accurate for reporting purposes of ILL activity, but do not measure all activity on ARCHE van (to find a true accurate measure of van deliveries would involve a hand count and place undue burden/additional work for ILL/ILU staff.)

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ARCHE CROSS REGISTRATION

ARCHE’s Cross Registration Program allows students at member institutions to broaden their academic experience by registering for courses at other member colleges and universities. It shares the vast resources of ARCHE member specialties by offering students access to courses not offered at their home institution and allows them a chance to experience a different campus environment. Approximately 600 students participate in ARCHE Cross Registration each year.

THE CROSS REGISTRATION COMMITTEE consists of coordinators from the registration offices of ARCHE member institutions. The committee met once in FY19 at Brenau’s Norcross Campus. Georgia Tech’s Gena Snead served as Chair of the Committee and has provided excellent leadership but has recently changed positions. The committee is currently accepting nominations for the next Chair for FY20. The recent meeting focused on approving the Cross Registration Handbook edits and revisions undertaken at the previous meeting. The revised and updated version of the ARCHE Cross Registration Handbook took effect on July 1, 2018.

ARCHE has included funds in the proposed FY20 budget to include the development of an online or hybrid method to update current cross registration application procedures and processing in efforts to reduce workload on coordinators and simplify the process.

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Atlanta Regional Council for Higher Education Cross Registration Report Fall 2018 Outgoing Incoming # of # Stud Apps # Stud # of # Apps # Stud # of Apps Forward Enrolled Courses # of Inst Received Enrolled Courses # of Inst

Agnes Scott College F91 91 31 32 5 2 0 0 2 Brenau University F______Clark Atlanta University F14 14 7 11 4 3 2 2 2 Clayton State University F13 13 10 11 2 0 0 0 0 Columbia Theological Sem F44341 2111 Emory University F 71 71 42 49 5 81 27 30 8 Georgia Gwinnett College F11000 0000 Georgia Institute of Tech F 36 36 20 22 3 150 141 218 8 Georgia State University F 103 98 54 27 10 85 51 37 12 Interdenom Theological Ctr F11111 4113 Kennesaw State University F 51 49 43 83 5 16 14 14 6 Mercer University Atlanta F1313 6 7 4 2 0 0 2 Morehouse College F1111 7 9 5 2 2 2 1 Morehouse Sch of Medicine F11 11 6 6 3 15 14 3 4 Oglethorpe University F2520 8 9 6 0 0 0 0 SCAD- Atlanta F0 0 0 0 0 12 2 2 5 Spelman College F24 24 15 15 6 4 4 4 2 University of Georgia F88883 5332 University of West Georgia F66472 0000

TOTAL 483 471 265 301 383 262 317 ** members in orange have not submitted 2018 data at this point, data shown is from 2017

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Atlanta Regional Council for Higher Education Cross Registration Report Spring/Summer 2018 Outgoing Incoming # Stud # of Apps # Stud # of # Apps # Stud # of Apps Forward Enrolled Courses # of Inst Received Enrolled Courses # of Inst

Agnes Scott College Sp 91 91 42 44 5 3 3 3 2 Brenau University Sp ______Clark Atlanta University Sp 1313 7 9 3 1 1 1 1 Clayton State University Sp 18 18 16 14 2 0 0 0 0 Su 33101 1001 Columbia Theological Sem Sp 12 12 6 6 3 10 8 8 2 Su 3 3 2 2 1 106 6 2 Emory University Sp 60 60 29 37 6 71 43 44 8 Georgia Gwinnett College Sp 00000 0000 Su 00000 0000 Georgia Institute of Tech* Sp 59 44 36 42 4 173 122 183 11 Su 129 5 5 2 7 3 4 3 Georgia State University Sp 87 84 79 49 6 99 48 46 12 Su 8 8 5 4 3 1710 9 6 Interdenom Theological Ctr Sp 11111 2222 Su 3322 Kennesaw State University Sp 44 41 35 70 2 25 20 29 6 Su 43332 4452 Mercer University Atlanta Sp 14 14 10 10 5 7 4 4 3 Su 99883 0000 Morehouse College Sp 55563 2222 Morehouse Sch of Medicine Sp 20 20 12 14 2 8 8 4 3 Oglethorpe University Sp 27 23 7 16 5 0 0 0 0 Su 55344 0000 SCAD- Atlanta Sp 00000 6433 Winter 17 9 18 5 Spelman College Sp 1515 7 8 5 3 3 3 3 University of Georgia Sp 88862 7443 Su 11001 6554 University of West Georgia Sp 88582 0000

TOTAL 527 498 332 366 482 312 385

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ARCHE COMMUNITIES OF PRACTICE – NEW CONVENINGS IN FY19

The ARCHE Board of Trustees determined their colleges and universities would benefit from convenings of key individuals across member institutions in FY 19. These meetings will provide each group the ability to build relationships, identify shared goals and challenges, opportunities to problem solve, and identify collaborative opportunities. Each group shall determine agendas of meetings based on their needs and current challenges.

Initial groups identified for FY 19 and host institutions:

a. Sustainability Directors – Susan Kidd, Agnes Scott College b. VP Student Affairs – John Stein, Georgia Institute of Technology c. Communications and Marketing directors - Sloan Richards, Georgia Gwinnett College d. Chief Academic Officers – Risa Palm, Georgia State University e. Chiefs of Legal Counsel – Kerry Heyward, Georgia State University f. Greek Life Officers – Shane Pruitt, Oglethorpe University g. Public Safety – Debra Williams, Clark Atlanta University

These Communities of Practice will meet once a year. Each convening will be hosted by an ARCHE member institution. Logistical support will be provided by ARCHE.

ARCHE Convenings – Takeaway from FY19 Meetings

Overall impressions – Initial meetings of the newly formed ARCHE Communities of Practice resulted in high levels of participation, willingness to gather with colleagues from different institutions, an openness to sharing common issues and their own best practices and an abundant interest in learning how colleagues operate and handle similar issues at their own institutions. Takeaways including establishing listservs among peers to share questions and resources, identification of future discussion areas and the feasibility of future collaborations. The convening of legal counsels in particular, expressed a great value from meeting with peers and has requested ARCHE convene their group twice a year.

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FISCAL AGENT FOR AMPALS

ARCHE serves as the fiscal agent for AMPALS (Atlanta/Macon Private Academy Libraries.) ARCHE works closely with Lucy Harrison, the Executive Director of Library Services at the Board of Regents, to deliver accurate FTE of AMPALS members and review overall billing. ARCHE is responsible for calculating the individual amounts due to each institution, preparing invoices, and the monetary collection from AMPALS members for their share of the GALILEO responsibility. The participation formula is a combination of FTE for resource fee allocation and the calculation of each members' GALILEO database usage as a percentage of the overall license fees.

GALILEO Participation Fees for AMPALS Fiscal Year: 2018-2019 Credit Hours GALILEO Share x GALILEO Usage x Pro Rata 75% of Usage Pro Rata 25% of FY 2019 FY 2018 Resource Credit Share of License/ Calendar Share of License/ Total Total FY19 FTE Fall Fee Hours Credit Subscriptio Year GALILEO Subscript Amount Amount compared 2017 (FTEx$5.40) Fall 2017 Hours n Fees 2017** Usage ion Fees Due Due to FY 18

Agnes Scott College**** 917 $7,904 15,384 2.89% $9,896 78,151 5.08% $5,802 $23,603 $27,986 -$4,383 -15.7% Atlanta History Center** - $220 - 0.00% $0 - 0.00% $0 $1,220 $1,220 $0 0.0% Atlanta Univ Center-Woodruff Library - - - 0.00% $0 140,096 9.11% $10,401 $10,401 $9,584 $817 8.5%

Brenau University*** 2,352 $9,878 30,046 5.64% $19,328 215,379 14.00% $15,990 $45,197 $49,008 -$3,811 -7.8% Clark Atlanta University*** 3,821 $15,813 55,918 10.50% $35,971 409 0.03% $30 $51,815 $49,827 $1,987 4.0% Columbia Theological Seminary**** 167 $3,854 1,815 0.34% $1,168 5,280 0.34% $392 $5,414 $6,027 -$613 -10.2%

Emory University*** 14,243 $57,196 214,149 40.21% $137,759 877,239 57.03% $65,129 $260,083 $237,240 $22,843 9.6% Interdenominational Theological Ctr.*** 260 $1,076 2,760 0.52% $1,775 95 0.01% $7 $2,859 $2,100 $759 36.1% Mercer Univ -All sites**** 7,918 $50,593 113,179 21.25% $72,806 198,015 12.87% $14,701 $138,100 $143,789 -$5,689 -4.0%

Morehouse College*** 2,158 $8,931 33,226 6.24% $21,374 350 0.02% $26 $30,331 $29,552 $778 2.6% Morehouse School of Medicine 520 $2,808 13,125 2.46% $8,443 916 0.06% $68 $11,319 $10,218 $1,101 10.8%

Oglethorpe University 1,211 $6,539 18,905 3.55% $12,161 22,186 1.44% $1,647 $20,348 $20,550 -$202 -1.0% Spelman College*** 2,086 $8,633 34,110 6.40% $21,942 189 0.01% $14 $30,589 $30,589 $0 0.0%

Total 35,653 $173,445 532,617 100.00% $342,624 1,538,305 100.00% $114,208 $631,277 $617,690 $13,587 2.2%

Woodruff Lib+Member Inst. 8,325 $34,453 126,014 23.66% $81,063 141,139 9.17% $10,479 $125,994 $121,653 $4,341 3.6%

*The Resource Fee for FY 19 for Emory is reduced by its SFX amount. *2017 usage data from Bd of Regents and includes Proquest (full text), LexisNexis (full text), and EBSCO (full text) **Resource Fee is negotiated amount. AHC meets $1,000 minimum threshold under "Participation Fee Calculation Formula", paragraph four. ***The Resource Fee for FY 18 uses a $4.20 figure per FTE (those already with a discovery service commitment) $631,277 Exh B on BoR contract ****Discovery catalog addition Source: ARCHE from -- Bd of Regents resource fee and database charges, 2016 GALILEO usage data, and Fall 2016 enrollment data provided by institutions.

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COOPERATIVE PURCHASING

Cooperative Purchasing contracts are still in place for ARCHE. These agreements include CDWG, Staples, FedEX, Cooper Global, and Verizon. This program has received the least amount of attention in recent years.

Up until several years ago, ARCHE leveraged the combined purchasing volume of its members to develop umbrella pricing agreements with a variety of vendors for goods and services. These agreements provided pricing discounts greater than any one institution could achieve on its own. Emory played a key role in negotiating such agreements, which in turn were signed by ARCHE for the use of members (although there were no purchasing guarantees made by ARCHE).

Much of the volume under these collaborative purchasing agreements evaporated when Gov. Purdue changed the way DOAS operates and is funded, meaning the purchasing volume of USG institutions no longer could be counted on since they were then obligated to purchase from the state contracts.

ACHE Contracts in Place a. CDWG existing contract – in 2018, saved ARCHE members well over $300,000 collectively b. Cooper Global contract – transportation buses, shuttles, and private cars (in use, but not all schools are requesting the ARCHE rate) c. Fed Ex contract in place – FedEx offers rate discounts of up to 65% and waive numerous surcharges and fees. d. Verizon – 23% plan discount (includes 22% employee and 15% student discount) e. Staples Advantage

2018 PURCHASING REPORT FROM CDW-G CONTRACT Customer Name Total Sales Total Advertised Price Savings CLARK ATLANTA UNIVERSITY $50,887.52 $60,727.15 $9,839.63 CLAYTON COLLEGE AND STATE UNIV $5,061.74 $6,019.14 $957.40 GEORGIA GWINNETT COLLEGE $25,903.36 $32,583.95 $6,680.59 INTERDENOMINATIONAL THEOLOGICAL CTR $5,009.98 $5,265.14 $255.16 MERCER UNIVERSITY $71,120.95 $134,435.67 $63,314.72 MOREHOUSE COLLEGE $52,931.79 $74,144.00 $21,212.21 MOREHOUSE SCHOOL OF MEDICINE $185,721.94 $217,873.24 $32,151.30 SAVANNAH COLLEGE OF ART & DESIGN $65,765.53 $81,667.64 $15,902.11 SOUTHERN ASSOC OF COLLEGES & SCHOOL $14,796.11 $16,896.84 $2,100.73 SPELMAN COLLEGE $50,071.23 $60,530.11 $10,458.88 STATE UNIVERSITY OF WEST GEORGIA $1,509.79 $1,904.23 $394.44 BOARD OF REGENTS UNIV SYSTEM OF GA $577,045.30 $741,115.41 $164,070.11 Grand Total$ 1,105,825.24 $ 1,433,162.52 $327,337.28

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ARCHE FINANCIAL OVERVIEW

Revenue

ARCHE revenue consists of Member institution and Affiliated Library dues that total $180,080 for FY19. The current dues paid by member institutions are based on FTE tiers established in FY14. However, in the past five years, member institutions have each been billed $1500 below the established tier amounts. There has been a significant decrease in cost to member institutions to participate in ARCHE following the 2012 ARCHE organizational restructure. Membership dues in 2012 exceeded $630,00 total.

Expenses

The entirety of ARCHE revenue is utilized on program and member services, personnel, and operating expenses.

Program and member services - The interlibrary loan program expenses account for 73% of the Programs and member services spending and 39% of the overall ARCHE expenses in FY19. Expenses include the hourly salary of a UGA driver three days a week, fuel expenses, and service repairs to the ARCHE van.

Other expenses in this category include funds used to provide lunch for attendees at all the Library Council, Archives Council, ILL/ILU, and cross registration committee meetings.

Internet and website services have also been included in this category. These expenses include web hosting for the ARCHE website, payment to Microsoft for OneDrive and Outlook, and any IT needs by ARCHE staff. These expenses increased in FY19 due to a website overhaul to a more modern platform and mobile friendly website. The funds for the new website were covered by previous allocated grant money in ARCHE restricted assets.

Personnel – Expenses include the salary of the Executive Director, cost of fringe benefits, and the administrative fee paid to Emory for serving in this capacity for ARCHE. These expenses account for 49% of ARCHE total expenses in FY19.

Operating expenses – The greatest expense in ARCHE operating expenses in previous years was rent. Rent paid in FY17 accounted for 64% of the operating expenses and 20% of overall ARCHE expenses.

ARCHE offices are now located in the Higher Ed Hub at Agnes Scott College. ARCHE pays Agnes Scott College a manageable monthly usage fee of $500. ARCHE shares space with two other higher education consortia, the Women’s College Coalition and the Association of Presbyterian Colleges and Universities.

ARCHE operating expenses include rent, accounting (yearly audit), insurance (officers’ liability and liability for office space), membership fees, travel costs, subscriptions, legal counsel, office supplies, and contingency expenses. Operating expenses in FY19 were 15% of the total budget.

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Atlanta Regional Council for Higher Education FY 19 Dues - Member Institution Dues

FY '15 Revised Dues FY 19 FY 18 Less Van FY15 FY 19 FTE, Institution Dues Dues ($2,300) Dues Fall 2017 Agnes Scott College 6000 6000 6000 6000 917 Brenau University* 6200 6200 3700 6000 2352 Clark Atlanta University 8500 8500 8500 8500 3821 Clayton State University 11000 11000 11000 11000 5729 Columbia Theol Seminary 3500 3500 3500 3500 167 Emory University 13500 13500 13500 13500 14243 Georgia Gwinnett College 11000 11000 11000 11000 10908 Georgia Institute of Tech 13500 13500 13500 13500 24711 Georgia State University 13500 13500 13500 13500 43490 Interdenom Theol Center 3500 3500 3500 3500 260 Kennesaw State University 13500 13500 13500 13500 32147 Mercer University 11000 11000 11000 11000 7918 Morehouse College 8500 8500 8500 8500 2158 Morehouse Sch of Medicine 3500 3500 3500 3500 498 Oglethorpe University 6000 6000 6000 6000 1211 SCAD-Atlanta 6000 6000 6000 6000 2165 Spelman College 8500 8500 8500 8500 2086 University of Georgia 13500 13500 13500 13500 36170 University of West Georgia* 8700 8700 8700 11000 11878 Total 169400 169400 172400** 177000** 202829

*both Brenau University and University of West Georgia do not receive library van services

Billed for FY15, 16, Member Dues based on FTE Tiers established in FY 14 17, 18 500 & less FTE 5000 3500 501-2,000 FTE 7500 6000 2,001-5,000 FTE 10000 8500 5,001-12,500 FTE 12500 11000 12,501 + FTE 15000 13500

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CONCLUSION

This report is intended to provide a snapshot of ARCHE as we come to the end of FY19 and embark on FY20. ARCHE provides significant areas of collaboration to its members. The library collaborative programs are the most visible and utilized by member institutions.

Cross registration at member campuses remains strong and provides students the opportunity to broaden their academic experience by registering for courses at other member colleges and universities. It shares the vast resources of ARCHE member specialties by offering these students access to courses not offered at their home institution and allows them a chance to experience a different campus environment.

ARCHE communities of practice developed in FY19 added considerable value and benefit to key staff at member institutions. All groups expressed appreciation for the opportunity to meet with peers across ARCHE institutions. Outgoing ARCHE Chair, Stas Preczewski considered these convenings to be of optimal value to ARCHE members.

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