Administrative Affairs

Criterion Two:  Preparing for the Future (all units)

 

1.      A.  How do you plan for future changes, initiatives and goals on a one, five and ten year basis? 

B.     Give a specific example to illustrate how this process has worked in the past. 

C.     Explain how Vision 2011 has impacted your planning process. 

 

Business Office

A.  As other payment options become available (i.e. on-line check payment) they will be offered by the Business Office.

B.  Chadron State College began offering on-line payment by credit card during the spring 2006 semester.  The funds were provided to provide this service via the Touch Net system.

C.  The Business Office will be moving to Crites as part of the One-Stop Shop to provide better service to students and parents by having all student support services in one location.  The Business Office will continue to assure that various functions of the office will be available to students and parents through modern technology.

 

Business Services/Comptrollers Office

Since the Director of Business Services/Comptrollers Office actually creates internal budgets for the institution we are heavily involved in the planning process and the allocation of funds for initiatives.  The unit is encouraged to continuously review processes and suggest improvements.  If the unit has small special funding needs we make the necessary requests of the Vice President for Administration to have the necessary funding made available as in the case of the production scanner to facilitate digitizing of financial records.  In the case of the online payment software a special budget line was created to fund this software purchase through the reallocation of institutional resources.      

 

Computer Services

A.  The planning process in response to future needs and forms of information gathering:

*    Computer Services staff meets with various academic departments that support computer labs, during the Spring term to identify additions and changes required for the following fiscal year.        

*    The Technology Fee Committee determines needs for the current year.

*    New initiatives which align with Vision 2011 guidelines are identified.

*    One specific issue is identified by the Computer Services staff, the constituent group(s) is surveyed, solutions are identified.

*    Computer Services staff meets with each academic department throughout the academic year, gathers feedback, and identifies common needs.

 

Ideas are prioritized and funding estimated.  Funding sources may include:

*    Vision 2011 funding

*    Technology Fee Fund

*    Computer Services Budget,

*    Department budgets

           

Timeline is established

Funding is allocated

Projects commence throughout the year and generally not beyond 2 years due to the changing nature of technology.

B.  Due to the availability of Vision 2011 funds, wireless technology was identified as a pilot project for the campus.  A plan was established and submitted for approval to the Vision 2011 steering committee who identified it as a priority project and approved funding.  A timeline was established and the project was completed within 12 months.

C.  Vision 2011 provides a funding source for project implementation however it is difficult to plug projects in to specific areas of Vision 2011 due to the broadly presented statements.

 

            Conferencing

A.  The Conferencing Office is always looking for way to improve our services and image at workshops, meeting and conferences.  We have upgrades the signs and sign holders in the Student Center for easier notification of what is in each room for guests, students and employees.    We have added to the inventory of center pieces for guests, students and employees us use.   With a limited budget, we have tried to replace some of our equipment and add a few items, such as a DVD player.   In connection to the Vision  2011, the Conferencing Office continues to provide to opportunities to students, faculty and staff with professional development and learning opportunities.

B.  None given

C.  There were no funds allocated to Conferencing in the FY 2006 Vision 2011 awards and therefore did not impact the planning process of this unit.

 

Human Resources

A.  Human Resources’ primary goal is providing services and supporting initiatives of the campus.  Much of our planning is dependent upon the plans of other departments or individuals as well as state and federal funding  initiatives and laws.

B.  Employment – filling vacancies or expanding the workforce.

C.  Vision 2011 has given us a more defined area in which to focus our efforts.  We are now aware of the institution’s primary goals.

 

Physical Facilities

Custodial Department

A.  The College completes a Campus Ten Year Master Plan which includes the Custodial department/services.

B.  Safety committee meetings with faculty, staff and students provide input regarding concerns affecting the campuses learning and living environment.  Items improved as a direct result of these meetings include:

·         Hand sanitizers and sharps containers in restrooms

·         Scheduled meetings with building managers

C.  Even though Vision 2011 lists resources and facilities as one of the focus areas, there were no funds allocated to the unit for the custodial department in the FY2006 Vision 2011 Awards and therefore did not impact the planning process of this unit.

 

HVAC/Boiler Plant

A.  The College completes a Campus Ten Year Master Plan which includes the HVAC, Boiler House and plumbing unit.

 

The 1.1 million square foot campus began generating centrally distributed steam from wood in 1991.  In 2002 the Nebraska State Forestry provided funding to investigate other uses for those low cost steam available from the campus’ two wood fired boilers.  The feasibility study considered elective generation and absorption cooling.  In the summer of 2004, a 700 ton absorption chiller and central distribution piping was installed on the campus.

 

Our experience with the absorption chiller units has been very positive.  While adding additional square footage that is air conditioned along with the increasing cost of utilities we were able to limit our utility increases to 7% overall. 

 

The College is striving to have all buildings on campus heated and cooled with the use of wood chips.  In June 2005 Snell Services completed the Library chilled water tie-in and they are substantially complete with the chiller tie-in between the Math/Science Building and Burkhiser Complex.  The College requested Cooperative Forestry Assistance funding for the expansion of the campus chilled water loop to the High Rise residence hall.  The expansion of the chilled water loop would enhance the campus consumption of woody biomass by approximately 300 pounds of fuel per hour through the additional load plant on the operation of the campus wood fuel steam absorption chiller. The inclusion of this structure will remove 130 tons of cooling capacity from the campus electrical load and transfer that to wood fuel absorption load. To date, this funding has not been provided.

B.  See 1A

C.  Even though Vision 2011 lists resources and facilities as one of the focus areas, there were no funds allocated to the unit for HVAC, boiler house, and plumbing in the FY2006 Vision 2011 Awards and therefore did not impact the planning process of this unit.

 

Maintenance

A.  Biennial budgets are prepared to allow time for all constituents to address budgetary issues in advance.

 

Year-end equipment purchasing requests are submitted in the third quarter each year to allow prioritization and approval before forth quarter purchasing.

 

A year-end project list is prioritized as summer remodeling projects. 

A biennial funding request of prioritized projects is completed for all state-owned buildings and forwarded to the State Task Force for Building Renewal.

 

Project planning is done in conjunction with the Vision 2011 planning, but the 2001 Campus Facilities Master plan is the driving force behind most campus facilities work.

B.  Facilities staff are actively involved in providing for student and staff needs.  Current projects:

·        Office and classroom remodels for the athletic department. 

·        “One-Stop” office remodel

·        Designing and building of a student “coffee shop” in the Library lower level 

·        Softball facility

 

Past projects include:

·        Office remodels for Memorial Hall instructors

·        Campus trails system 

C.  Even though Vision 2011 lists resources and facilities as one of the focus areas, there were no funds allocated to the unit for the physical facilities department in the FY2006 Vision 2011 Awards and therefore did not impact the planning process of this unit.

 

Print Shop

The Print Shop has a comprehensive maintenance, repair and replacement plan in place for all equipment in the shop.  We have no budget. The revolving account is our only source of funding at this time.  We will strive to become a high tech large format print facility to assist students with degrees in graphic arts, journalism, computer design software and business and marketing.

 

Safety

A.  The College completes a Campus Ten Year Master Plan which includes the Safety unit.

B.  Safety measures/aspects are continuously being supported by the safety committee and by CSC employees, students and visitors.  Safety equipment is requested/proposed as needed with major budget items submitted for year-end purchasing.

C.  There were no funds allocated to the unit for safety specific items in the FY2006 Vision 2011 Awards and therefore did not impact the planning process of this unit.

 

Security

A.  The College completes a Campus Ten Year Master Plan which includes the Security unit. The Security Office regularly contacts Conferencing, Athletics, Housing and other offices to obtain schedules to ensure adequate coverage of facilities and events. Funding allocation requests for personnel or equipments are requested through the Vice President for Administration.

B.  Security measures/aspects are continuously being supported by the Safety Committee, the Campus Physical Facilities Committee and by CSC employees, students and visitors.  Security equipment, uniforms, radios, bicycles, etc. are requested/proposed as needed with major budget items submitted for year-end purchasing.

C.  There were no funds allocated to the unit for security specific items in the FY2006 Vision 2011 Awards and therefore did not impact the planning process of this unit.

 

  1. A.  Describe how your unit measures the success of plans and initiatives.

B.     How has this assessment process, using data, helped you achieve your unit goals? 

C.     How are the results of your assessment shared, and with whom do you share them?

D.    In what media do you store this data? 

E.     Where is it stored, and how can it be accessed?

 

Business Office

A.  The Business Office can measure the success of the on-line credit card payment with a paper trail of credit card payments.

B.  Yes.  The goal of the Business Office is to provide the students and parents the opportunity to achieve their educational goals.

C.  The results are shared via the weekly staff meetings.

D.  This information is not available to the general public.

E.  Skip to question 3.

 

Business Services/Comptrollers Office

The Director of Business Services/Comptroller unit assesses the success of plans and initiatives through observation and analysis.  In the case of the online payment software we noted the increase of credit card usage, in the case of the production scanner we noted the reduction of paper in the offices using the scanner, in the case of the payment plan it was the increased use of the plan.  In our case we do not share our assessments with regional constituents or other campus units unless they have a direct impact on that unit.  In the case of the online payment software we shared the success of that program with Admissions so that this function could be explained during orientation.  This assessment data needs to be collected and stored in the near future but we have not as of this time collected the data formally.

 

Computer Services

A.  Success is based on technical achievement and if it meets the needs of the    specific constituent whether technical or functional in nature.   Survey data is collected on some project to determine user satisfaction.

B.  Knowing that a project will be assessed using data provides staff motivation toward a successful outcome.

C.  They are shared within the department.

D.  Electronic reporting/database.

E.  Stored on-line and accessible by Computer Services director and staff

 

Conferencing

A.  The Conference Office measures success by the campus and community feedback.  We send out “survey cards” to our off campus guests with their bill to get feedback on how we did in the following areas:

*Courtesy and helpfulness of the Conferencing Staff

*CSC Conferencing Services (arrangements for rooms, meals, registrations,

 service, etc)

*Courtesy and helpfulness of CSC Staff

*Facilities used for meetings/conferences

*Set up and equipment

*Resident Hall Rooms

*Courtesy and helpfulness of catering staff

*Quality of catered meals and refreshments

*Quality of Dining Hall meals

*Overall experience at CSC

*Comments

 

Once the card is completed and returned to the CSC Conferencing Office, I sent a report to those areas with the result (Conferencing Staff, Food Service, Custodial Staff, and Housing).   

 

Throughout the year, we complete a report for with all of the results to compare with the previous year and to see if we had improved in our areas.

            B.  Not answered.

C.  Weekly meetings with key staff of the Vice President for Administration and Finance (Business Office, Comptroller, Human Resources, Print Shop, Security, Safety, Maintenance, Custodial, Physical Facilities, Computer Services) are held to determine shortcomings, needs, and successes within the department.  This meeting also includes the Housing Office.

D.  Weekly staff meeting notes housed in the Office of the VP for Administration and Finance.

E.  This information is available in the CSC Conferencing Office.  Information pertaining to room reservations, equipment, catering and calendar of events are listed on the Conference web site.

 

Human Resources

A.  The Human Resources Office has started to conduct surveys to gather information about the strengths and weaknesses of processes or programs. Human Resources has conducted two surveys and is currently in the process of compiling and analyzing the data received.   Survey topics included employee training and new employee orientation.  We also partnered with Housing and included a question regarding phone usage in their spring student survey that they sent to students in the residence halls. 

B.  The survey process has allowed employees to submit information to us in an anonymous format which we believe will give us more accurate information from which to make plans.  We haven’t realized the full benefit of the survey process yet because it is a new process for us.

C.  It is our desire to review the data and share with those offices assisting in these tasks.  If additional funding is necessary, we will submit a proposal to the Vice President and Comptroller for consideration in the next budget.

D.  Electronic and hard copy.

E.  Director of Human Resources Office.

 

Physical Facilities

Custodial

A.  Department success is determined by campus and community feedback, including environmental needs and concerns.

B.  Specific data, except for the cost of cleaning supplies, is not kept.

C.  Weekly meetings with key staff of the Vice President for Administration and Finance (Business Office, Comptroller, Human Resources, Print Shop, Security, Safety, Maintenance, Custodial, Physical Facilities, and Computer Services) are held to determine shortcomings, needs, and successes within the department.  This meeting also includes the Housing Office.

D.  Weekly staff meeting notes are housed in the Office of the Vice President for Administration and Finance.

E.  See above response (D).

 

HVAC/Boiler Plant

A.  Success of the HVAC, Boiler House, and plumbing unit is measured mainly by savings in utility costs through the use of wood chips to heat and cool the buildings.  The College’s goal is to pay less than $1.00 per square foot per year for all utilities (electricity, heating/cooling, water, waste management) and we currently meet that goal.

B.  The data collected has determined our actions in relation to utilities savings.  For example, when electrical usage is monitored we determine what the maximum load will be for the campus.  We then use technology to reduce peak demand on CSC’s regional electrical provider. This in turn reduces our utility rates.

C.  Utility costs are reviewed at annual budget meetings with the Nebraska State College System Office and the State Budget Office.  Utility costs are a substantial determinant in preparation of the college’s biennial budget requests. This data is not shared with outside constituents other than those listed.

D.  Paper reports in files and computer data files.

E.  They are stored in the V.P. for Administration Office, Business Office and Comptroller’s Office.  Hard copies of pertinent information are mailed to the System Office and Budget Office.

 

Maintenance

A.  Our success if passed along to us by way of feed back from our campus community members and visitor’s.

 

Plan and initiative assessment is currently completed through the work order process, assuring timely attention to all requests.  Future work order processing systems should allow for management to track projects remotely and will further improve this system.  Other plan assessment is either done in advance planning meeting or at the end of the project with a customer callback to make minor changes.

B.  Maintenance work orders are kept on file in the Maintenance Office.

C.  Weekly meetings with key staff of the Vice President for Administration and Finance (Business Office, Comptroller, Human Resources, Print Shop, Security, Safety, Maintenance, Custodial, Physical Facilities, Computer Services) are held to determine shortcomings, needs, and successes within the department.  This meeting also includes the Housing Office.

D.  Weekly staff meeting notes housed in the Office of the VP for Administration and Finance and Maintenance work orders are kept on file in the Maintenance Office.

E.  See 2D.

 

Print Shop

During the annual evaluation process we discuss with our supervisor how things are going. The results of any plans are entered into the review and stored as paper files as well in computer file folders. We think that it has helped us make better plans and given us a reference point for further advancement.         

 

Safety

A.  Success of the Safety unit is measured mainly by having no injuries to faculty, staff, students or visitors to campus.

B.  Plans and initiatives are assessed by the number of injuries/illnesses or near misses on campus.  Safety trainings and education are avenues of improving these plans and initiatives.

 

CSC safety relates not only to on-campus but in your everyday way of living and staff are trained accordingly.

 

C.  These assessments are shared across the state of Nebraska by posting the “Summary of Work-Related Injuries and Illnesses Form 300A” form and by positive campus recognition by the Nebraska Safety Council.

D.  Paper reports in files and computer data files.

E.   In the Vice President for Administration and Finance and with the Safety Officer.

 

Security

A.  Success of the Security unit is measured mainly by having no injuries to faculty, staff, students or visitors to campus. The success of the units plans and initiatives are assessed through the use of daily activity logs and officer reports. These reports are shared as needed with Housing, the Dean of Students Office, building managers, event managers and the Vice President for Administration. We also value and respond to feed back from hall staff., administrators , maintenance staff  and students regarding needed improvement of services. Logs and reports are kept on file in the Security Office.

B.  Plans and initiatives are assessed by number of injuries/illnesses or near misses.  Safety trainings and education are ways of improving these plans and initiatives. 

 

CSC safety relates not only for just on campus but in your everyday way of living and staff are trained accordingly. 

C.  The Security Office routinely communicates with the population it serves in person, by e-mail and through a WEB site that is being developed at this time. The security Office also provides timely information to the campus newspaper, “The Eagle” for distribution to students, faculty, staff and regional constituents.

D.  Paper reports in files and computer data files. See 2C.

E.  They are stored in the Vice President for Administration’s Office and the Security Office.

 

3.   List your unit’s specific initiatives related to regional demographics economic development or regional needs.

 

Business Office

Skip to Criterion 3, question 6.

 

Business Services/Comptrollers Office

The Director of Business Services/Comptrollers office does not have any specific initiatives related to regional demographics, economic development or regional needs.  This office will lend its support to any such initiatives through the reallocation of current resources as needed and directed.

 

Computer Services

·         Continued development of the CSC portal environment

·         Technology support of distance learners regarding data feeds to eCollege and reliable Internet connectivity.

 

Conferencing

No response given.

 

Human Resources

To recruit and retain a diversified workforce.

 

Physical Facilities

Custodial

The Custodial Supervisor meets with building managers to assess and discuss specific building needs.  Proposed projects are prioritized by need and available funding and budget requests are submitted to the Vice President as requested.  Additionally, our department strives to utilize in-state companies for our department supplies whenever possible.

 

HVAC/Boiler Plant

The College is striving to have all buildings on campus heated and cooled with the use of wood chips.  In June 2005 Snell Services completed the Library chilled water tie-in and they are substantially complete with the chiller tie-in between the Math/Science Building and Burkhiser Complex.  The College requested Cooperative Forestry Assistance funding for the expansion of the campus chilled water loop to the High Rise residence hall.  The expansion of the chilled water loop would enhance the campus consumption of woody biomass by approximately 300 pounds of fuel per hour through the additional load plant on the operation of the campus wood fuel steam absorption chiller. The inclusion of this structure will remove 130 tons of cooling capacity from the campus electrical load and transfer that to wood fuel absorption load. To date, this funding has not been provided.

 

Use of wood-fired boilers on campus has provided a substantial savings in utility costs for the institution and the State College System. CSC’s utility costs are approximately 25 to 30 percent less than our sister institutions. Use of wood chips to fuel wood-fired boilers has also provided full-time employment to a local supplier.

 

Maintenance

Currently, the CSC Facilities department is focused solely on CSC needs.        

 

Print Shop

Due to our non-competition ideal, our involvement in regional development and needs is very limited at this time. We hope to expand our business in the future to include the other state colleges. This would allow us to influence regional development in a positive way.

 

Safety

Unit supervisors meet annually with building managers to assess and discuss specific building needs for the following year.  Proposed projects are prioritized by need and available funding.

 

Security

Unit supervisors meet annually with building managers to assess and discuss specific building needs for the following year.  Proposed projects are prioritized by need and available funding.