How to Save Money in the Student Year 2013

Transcription

1 FY14 Student Affairs Cost Savings, Efficiencies, and Revenue Enhancements 1. Reorganized office positions, shared office resources, and optimized student employee programs Student Development has implemented a combined training process for student employees/leaders. The combined training includes cross- training of skills and functions across many departments; the process allows departments to share student resources. This also allows for a better use of the professional staff s time because they only have to provide one training instead of conducting training for each department. The UAA Dean of Students Office (DOSO) staff members provided trainings at Kenai Peninsula College, Mat Su College, Prince William Sound Community College, Kodiak College, and the Chugiak- Eagle River campus, so these campuses don t need to hire additional staff to complete the same functions. The DOSO will reduce travel costs in FY15 because community campuses and other UA MAUs are now responsible for picking up the costs of DOSO staff members travel when going to their campuses to provide training and presentations. This will be an estimated savings of $1,500 for the DOSO. The DOSO cross- trained staff members so more than one person could perform a particular function in case of staff absences. The DOSO counselors utilized group therapy in FY14, a cost- effective method to see students with common mental health issues at the same time. The Dean of Students Office coordinated with Financial Aid to optimally utilize student employees Federal Work- Study eligibility. The department saved $2,101. Residence Life revised the summer student staff structure for summer In lieu of hiring five summer resident advisors (Student Assistant A, 20 hours per week x 5 staff members) and one full- time Welcome Week Leader/Summer Office Assistant (Student Assistant C, 40 hours per week) the department opted to integrate the positions on a trial basis. Summer RAs are on- duty on a rotating basis and receive free board as their compensation for RA duties. In addition, the RAs worked in the Residence Life office to provide office coverage, clerical support, and work as a team to share responsibility in the planning and implementation of Fall Welcome Week at the Student Assistant C pay rate. For the May- June period (FY14) this cost DRL approximately $3,672 (as opposed to the initial projection of $10,170). This change to the summer student staff structure was established as a 1- time trial in anticipation of FY15 budget cuts, and will be evaluated to determine if this is a viable solution for future fiscal years. The Summer Student Staff salary savings to department was $6,498. Residence Life sustainable practices to reduce costs and increase quality of services, as well as

2 benefit the campus community: Examples: Established a centralized inventory/check- out system to reuse both long- term- use and limited- use program supplies for all staff Ensured all individual printers set to a grayscale print default, reserved only for confidential document printing only all color /other B/W print jobs managed through centralized multi- function machine DRL stopped printing program highlight posters that summarized events for upcoming weeks, and moved to more concentrated effort for use of digital- and web- based formats for marketing, including Facebook, press releases, and website Coordinated with Financial Aid in spring semester to determine Work- Study eligibility within student staff as potential cost savings and hire Work- Study eligible student employees whenever possible to reduce student personnel costs. Residence Life saved $11,192 by hiring Work- Study students. Student Life and Leadership Administrative Assistant for Student Media position was reduced from 40 hours per week to 32 hours per week. Student Media had a cost savings of $7,500. Student Life and Leadership hired a Front- Desk Assistant who was eligible for Federal Work- Study. This was a cost savings of $2,000. Student Union & Commuter Student Services coordinated with Financial Aid to optimally utilize student employees Federal Work- Study eligibility. The department saved $30,258. Student Union & Commuter Student Services increased the number of customers served while general fund resources have declined in regards to Student Union operations. Student Access Advising and Transition (SAAT) realigned the organization chart in the division to centralize fiscal and administrative support removing the need to hire additional staff equaling $58,970 of salary savings. All student workers from the current departments are being crossed trained to provide support to all areas in SAAT. Enrollment Services (ES) reduced by one FTE in the Office of Admission and Office of the Registrar and non- academic room scheduling functioned transferred to Conference Services. Approximate cost savings of $40,000 ES further reduced staffing by one FTE in the Office of Admission with increased efficiency through improved use of reporting functions in Banner to prioritize work for staff. Savings of approximately $60,000

3 Use of temporary labor in the Office of Admission and Office of Student Financial Assistance was reduced or suspended. Staffing needs covered by drawing in employees from other ES offices during their non- peak work periods 2. Revised curriculum or academic program changes UAA Emerging Leaders Program developed learning objectives and revised curriculum to meet said objectives. 3. Implementation of technology to improve processes The Career Services Center (CSC) implemented an ipad check- in system at the front desk opposed to a paper check- in system, which cut down on the cost of printing and is much more efficient for reporting purposes and contacting students via to notify them about future CSC events. The CSC obtained a computer and monitor from UAA Surplus to use as the Internship Station for processing internship applications. CSC student workers assist the Career Exploration Coordinator at the internship station by helping to schedule internship evaluations and manage interns files. This is an estimated cost savings of $1,500. Residence Life implemented Guidebook for Fall Welcome Week 2013, an app that provides easily accessible information regarding Residence Life resources for residents such as important contact phone numbers, emergency information as well as general information in conjunction with Welcome Week 2013 programming. While the app cost $1,500, the department saved the same amount on print advertising for Welcome Week events, making the app a more sustainable choice. In addition, the Guidebook app provided opportunities for program assessment. Residence Life created a new desk system, which includes student identification photos. This new feature enhances safety and security measures as well as improves the check- in process of residents and their guests. Student Life and Leadership increased the use of social media and direct s for major events (Pentatonix, Matt & Kim, Iron & Wine, and Patton Oswalt) which significantly reduced the cost of advertising normally spent in print media and radio. Estimated cost savings of $5,000. Student Union & Commuter Student Services monitors building usage and participation numbers from traffic counters on doors to adjust building hours and staffing to match needs of patrons.

4 Student Health and Counseling Center has implemented the scanning of office files with an expected reduction in office supply expenditures of 75%, and an increase in SHCC physical health space. The Student Health and Counseling Center s use of electronic media has allowed the center to advertise services with an estimated cost savings of $700 in ink cartridges per year, and an estimated $2,000 savings in staff services. The national average cost to recruit a single student at a 4- year public college the size of UAA is $457; UAA s cost is $51. New Student Recruitment relies heavily on our recruitment management software, EMAS, to track specific territories in order to focus resources on high yield markets. Native Student Services has implemented TutorTrac software to automate its student data gathering process. The software interfaces with Banner to generate reports thus creating a savings in staff time to collect or collate the information. 4. Revised or combined process improvement Effective July 1, 2014, the UAA Dean of Students Office took ownership of PWSCC's Clery Act reporting responsibilities. The 2014 annual security and fire safety report will now include PWSCC's information, alongside all other UAA campuses. This reduces the work from 2 professionals publishing an annual security and fire safety report to one. In addition, PWSCC no longer bears the cost of printing a report. The CSC printed all of their own brochures and posters with an in- house large format printer and color copier. In FY13, the CSC spent $554 on duplicating charges and in FY14; the CSC spent $42 on duplicating charges for a cost savings of $512. Student Life and Leadership expenses were decreased for the year- end student recognition banquet by hosting a spring BBQ at the Student Union Den rather than a sit- down buffet at the Cuddy Dining Room. Students enjoyed the event just as much and the department saved $1,980. Student Activities collaborated with Alaska Public Radio Network to present MLK Student Appreciation Luncheon speaker, Michele Norris. By scheduling Ms. Norris to attend an APRN special donor s reception, all advertising for her lecture was provided by KSKA. Cost savings of $3,500. Student Activities sharing programming costs through collaborations has been successful in resources savings and improved student engagement: Student Activities worked with SafeZone

5 to present the movie "Frozen" during SafeZone week. Student Activities cost savings of $500. Student Activities and Concert Board continually stretch contracted bands, comedians, speakers, and other entertainers to perform at multiple events engaging students in a variety of venues. Cost savings vary depending on entertainment. Student Activities co- hosted dances and concerts with the Anchorage Folks Festival providing UAA students with a minimum of 4 free events to attend. Student Activities saved over $2,000. UAA Student Showcase moved the Awards Luncheon from the Cuddy Dining Room to the Student Union Den, which provided a cost savings of $500. UAA Student Showcase moved the presentation sessions from the Student Union to the Rasmuson Hall classrooms, which are free to use. Cost savings of $300. Enrollment Services ended a $27,500 annual cash outlay to match funds for Federal Supplemental Opportunity Grant program. Academic Tuition Waiver program meets the program requirements. Electronic Student Services continues to maximize use of current hardware through upgrades and replacement with used equipment from UAA Surplus rather than purchasing new. Changed to on- demand printing of UAA Catalog through GSS, eliminated transportation cost for out- of- state printing and waste of unused catalogs. Native Student Services has initiated group tutoring sessions to meet the needs for increase tutorial assistance to students. 5. Classic recycling of resources The CSC obtained desks and chairs from UAA Surplus, opposed to buying new furniture. This was an estimated cost savings of $1,000. The DOSO used furniture and materials from UAA surplus and the Student Health & Counseling Center to help furnish the DOSO Annex in the Professional Studies Building. This was an estimated cost savings of $1,500. The Residence Life Sustainability Collateral saved thousands of gently used items from the dumpster during spring move- out. The Sustainability Collateral gained campus- wide recognition for the recycling competition it conducted for a month in the fall semester. The collateral was featured in the Green and Gold Daily, and members were interviewed on KRUA 88.1 FM s Student Storyboard program. The Sustainability Collateral secured $ in funding from the Green Fee Committee for the residential area that won the fall recycling competition. The items were donated to the Anchorage chapter of Big Brothers and Big Sisters.

6 The following items were donated: o 55 bags of clothing and other materials o 34 large boxes of school supplies, electronics, kitchen supplies, bathroom supplies, shoes, etc. o An assortment of microwaves, lamps, televisions, printers, etc. In an attempt to recycle resources, Residence Life reconditioned a small office space in North Hall that was previously used as a computer lab but had since become an under- used space. The Housing maintenance team painted it at no cost to the department (a savings of approximately $1,300) and initiative funding paid for long- term investments such as furnishings. The office provides a Banner- ready office space where residents and campus resources can connect. The original furnishings large tables have been moved to other lounge spaces throughout the On- Campus Living residential area for use as study tables for individual and group study. The Student Health and Counseling Center was able to obtain, at no cost, an EKG machine from the Alaska Heart Institute and an EKG table from the Alaska Spine Institute. This is an estimated value of $2, Energy/sustainability implementations improve building lighting, boiler, water systems for utilities savings The Residence Life Sustainability Collateral hosted two programs in FY14 that promoted a green lifestyle and subsequently ecological conservatism. Through increased recycling and energy savings, the collateral decreased spending on energy. While this did not include savings for the department, it did support the UAA s commitment to sustainability. New Student Recruitment in the last year converted a multi- page, full- color brochure into a series of messages, saving approximately $5,000 in printing and postage costs. Enrollment services changed to on- demand printing of UAA Catalog through GSS, eliminated transportation cost for out- of- state printing and waste of unused catalogs. 7. Elimination of activities due to direct budget cuts The UAA Dean of Students Office and Residence Life/University Housing eliminated the printing of the Fact Finder student handbook and the Guide to Living on Campus. These publications are now available online only. This was a savings of $21,225. The Dean of Students Office no longer provides copies of the Student Code of Conduct brochure to faculty/staff during presentations. Instead, a 1 page summary of the Student Code

7 of Conduct is distributed. This reduces printing costs by $120. In order to ensure carry- forward for FY15 to help offset budget cuts, Residence Life reduced remaining FY14 spring expenditures across the areas of student programming, travel, contractual services, and commodities by a total of $19,175. New Student Orientation terminated the printing of the PAW PRINT (Resource publication for new students) and moved to an online version resulting in a cost savings of $5,000. New Student Recruitment will leave the administrative assistant position unfilled for FY15, which resulted in $65,099 of salary savings to offset budget cuts. Enrollment services will not renew contract for Fire Engine Red E- mail management program. It has been successful in managing incoming student but the $17,000 annual price tag is difficult to justify. Revenue Enhancements Student Union & Commuter Student Services increased revenue from FY13 to FY14. The addition of the Union Station Coffee Shop increases in Student Union facility reservations, and additional Information Desk sundry sales all led to the increase. This was a revenue increase of $54,473.