WASHBURN UNIVERSITY OF TOPEKA

BOARD OF REGENTS

A G E N D A

_____________________________________________________________

DATE: Saturday, October 17, 1998

BUSINESS MEETING: - 11:00 a.m. Kansas Room

______________________________________________________________

I. Call to Order

Chairperson Parks

II. Roll Call

Mr. Blair

Mrs. Parks

Mr. Craig

Mr. Roth

Mr. Dick

Mrs. Wagnon

Mr. Engel

Dr. Ybarra

Mr. Ferrell

III. Approval of Minutes of September 9, 1998 meeting as circulated.

IV. President's Report

V. New Business

A. Action Items:

1. Partnership for Learning and Networking (PLAN) with KCKCC and JCCC

2. Admissions Criteria

3. Policies

a. Changes to Facilities Use Policy

b. Bible Room at the Bradbury Thompson Center

c. Revision to Business and Financial Affairs Handbook: Leave Without Pay

d. Elimination of 6 Month Waiting Period for Use of Accrued Personal Leave

B. Consent Agenda:

1. Expenditures over $25,000

a. Cleaning, Caulking, Tuckpointing & Waterproofing of Law School and Clinic

b. IBM RS 6000 SP2 Node for SAS Purchase

c. Hitachi Telephone Switch Maintenance Agreement

d. Medium Duty Truck for Physical Plant

2. Personnel

a. Personnel Actions - Administrative Staff

3. Financial Reports

a. Depository Security Transactions

b. Liquidated Claims Approval - August 1998

c. Liquidated Claims Approval - September 1998

d. Public Fund Investments

C. Information Items:

1. Quarterly Financial Report as of September 30, 1998

Agenda Item No. V. A. 1.

Washburn University Board of Regents

SUBJECT: Partnership for Learning and Networking (PLAN) with KCKCC and JCCC

DESCRIPTION:

See attached document describing a program for developing 2+2 degree completion programs with Kansas City Kansas Community College and Johnson County Community College.

FINANCIAL IMPLICATIONS:

A five year budget pro-forma is attached as the last page in the document. We request authorization to use up to $150,000 from the Board's Contingency Fund to meet initial expenses in FY99. We also request authorization to use up to $60,000 in General Fund Reserves, as needed, in FY99 to cover the first year investment in the program. Subsequent years will be funded by program revenue and will recover the initial investment during FY2000.

RECOMMENDATION:

President Farley recommends approval of the attached program and budget.

__________ _____________________

(date) Jerry B. Farley, President

The PLAN (Partnership for Learning and Networking) for

Developing a 2+2 Degree Program for Delivery at KCKCC and JCCC

September 29, 1998

This document attempts to outline the basis for and the methods of implementation of the Partnership for Learning and Networking (PLAN) program that is being developed at the encouragement of President Farley by a project team consisting of Dr. Farley, Shel Cohen, Al Dickes, Willie Dunlap, Tom Ellis, Julie Mazachek, John Moore, David Monical, Donna LaLonde, Dan Petersen, Tim Peterson, Karen Ray, Wayne Sheley and Ron Wasserstein.

Over the past two years, discussion between a number of Washburn University officials and those at Kansas City Kansas Community College and Johnson County Community College produced the conclusion that a significant demand exists in the Kansas City area for 2+2 degree completion programs. Washburn entered this market, in a very tentative way, with programs in Technology Management at Johnson County Community College and Criminal Justice at the Regents Center. Administrators and faculty from Washburn met with their counterparts at KCKCC on September 14, and with their counterparts at JCCC on September 16. This PLAN was received very favorably by both community colleges.

The encouragement of President Farley, KCKCC President Tim Burke and JCCC President Charles Carlsen and the cooperation of administration and staff of KCKCC and JCCC is resulting in the creation of a unique way to deliver Washburn degree programs in Wyandotte and Johnson counties.

Goals:

(1) Provide a valuable service to students in Wyandotte and Johnson Counties by providing high quality 2+2 degree completion programs delivered at Kansas City Kansas Community College (KCKCC) and Johnson County Community College. We believe there is substantial unmet demand for such programs, and there is no other public undergraduate teaching institution in these areas.

(2) Increase the visibility of Washburn University

(3) Operate the programs so that they are fiscally self-sufficient

(4) Develop a broadly applicable model, so that students at other community colleges in Kansas might be able to take advantage of similar opportunities

Objectives:

(1) Meet the needs of place-bound students by

a. providing instruction near where they live

b. recognizing their time constraints by using non-traditional delivery formats as necessary

c. offering the programs these students need to further their careers and personal development

(2) Make it possible for students who have completed their associate degree programs to complete their baccalaureate programs in two years of full-time attendance

(3) Ensure that students in these programs receive all necessary student services and are made, to the extent possible, to feel part of the Washburn community

(4) Maintain standards of high academic quality, providing programs of which the students and Washburn can be proud

(5) To operate within Kansas Board of Regents regulations governing delivery of academic extension programs (see in particular Appendix F of the KBOR Policy Manual)

(6) Distinguish our program from others and better meet students needs by offering course credits in transferrable units (i.e., standard three semester-credit-hour courses)

Challenges:

(1) Institutions receiving state operating grants cannot use any funding from the state grant to offer instruction outside of their geographic service areas without approval by the KBOR

(2) Approval by the KBOR (or groups designated to give such approval) for BIS (or similar) programs is unlikely for a variety of political reasons. KBOR approval for specific programs such as Human Services is judged to be far more likely.

(3) KBOR policies allow the delivery of mediated instruction without regard to geographic service areas. Courses offered in such a fashion are defined as those "in which faculty and students are physically separated in place or time and in which two-thirds or more of the instruction is provided via some form of mediated delivery system")

(4) Revenue returned from the programs offered should at least cover the cost of the programs, though start-up costs might require a period of time to recover

(5) Few faculty are experienced in the delivery of mediated courses, so faculty development and support will be needed

Institutional Strengths to Respond to the Challenges:

(1) well-qualified faculty to provide high quality instruction

(2) staff with experience in the delivery of mediated instruction

(3) computing and telecommunications infrastructure to support mediated instruction

(4) leadership committed to program success

(5) support from the leadership of KCKCC and JCCC

(6) ability to act and respond in a timely fashion

Implementation Strategy:

(1) Programming:

a. Make certain we have the unqualified support of the presidents of KCKCC and JCCC for the programs we plan (President Farley contacted both Presidents by phone and by letter dated 8/11/98)

b. Seek KBOR approval for offering the BAS in Human Services and the Technology Administration (TA) program in Wyandotte County through a combination of face-to-face and mediated instruction

c. Offer at both KCKCC and JCCC 3-5 BIS programs through mediated instruction, with the choice of programs determined by the results of student interest surveys and interviews with community college counselors

d. Continue to operate the Technology Administration (TA) program in Johnson County, but with increased promotion

(2) Startup:

a. Launch the full program in Fall 1999

b. Open with a preliminary program in Spring 1999 with a few initial course offerings

c. Survey potential students regarding program interest (see Appendix B)

d. Sponsor two reception/banquets in Kansas City (one for each community college) at nice locations to get input from and the support of all key players (including academic advisors/counselors) at these institutions; make sure that appropriate academic department heads and faculty from all three institutions are involved. (These receptions were held earlier this month.)

e. Ensure a successful preliminary program by

i. promoting the program thoroughly

ii. being highly visible on these campuses during Fall 1998

iii. offer financial incentive to the Spring 1999 students (for one semester only, students in our Spring 1999 preliminary program get a tuition discount/scholarship for Washburn courses taken in the Fall 1999 semester)

(3) Timetable for starting the preliminary program: see Appendix A

Delivery system for mediated courses:

An instructional design team will be created for each course. The team will consist of the faculty member and staff from the Division of Continuing Education, the Media Center, the ACC, Mabee Library, and in some cases KTWU.

A typical mediated course would consist of:

1. four 3-hours ISDN video conferences, conducted from one campus and fed simultaneously to the other two, led by a regular Washburn University faculty member

2. a course WWW site integrating e-mail and a message board for student faculty interaction, with links to electronic course materials

3. other media such as textbooks, audio and video tapes, CD-ROMs, etc., as determined by the PLAN instructional design team

4. examinations administered by a site assistant (who would also set up/take down the video-conferencing equipment and monitor the conduct of the class sessions on site)

A sample schedule for delivery of the ISDN sessions is given in Appendix C. First time students would be given an orientation at Washburn; returning students may attend the orientation if they wish.

Degree programs proposed:

The following degree programs were organized based on information gathered from KCKCC and JCCC staff members. These may change depending upon the results of the survey and further discussions with community college staff.

(1) BAS in Human Services

The BAS in Human Services has been offered for about four years, and the program offered in Kansas City would have the same requirements. Concentrations in Alcohol/Drug Abuse and in Victim/Survivor Services would be offered. Upper division required courses and electives would be provided by Washburn, along with EN300 (Junior Composition). Students would take 40 upper division hours from Washburn and 84 hours from the community colleges.

(2) Technology Administration

The TA program has been offered in Johnson County for two years. With KBOR approval we will offer it in Wyandotte County.

(3) Bachelor of Science in Criminal Justice

This program has already been approved for Wyandotte and Johnson Counties.

(4) Bachelor of Integrated Studies (BIS) programs

Washburn has for many years offered the BIS degree (the degree is currently called the BGS (Bachelor of General Studies), but the name is in the process of being changed). The degree was recently revised to recognize the needs of non-traditional students. The BIS degree proposed for the PLAN has the same requirements (see p. 106 of the 1998-99 University Catalog), except that a set of study programs has been developed in advance, instead of being developed individually for each student.

Details of the BIS program:

(1) Advantages

a. The very nature of the BIS program permits flexibility to meet student needs. For the student who needs to complete a baccalaureate degree and receive a broad education, but who does not need a particular major, the program is ideal. The proposed programs provide the student with upper division preparation in communication and psychology, along with some course work that is specific to certain areas.

b. The flexibility of the BIS degree allows us to launch programs immediately without requiring a protracted internal review process, because the BIS degree has already been reviewed and approved internally.

c. Multiple options within the BIS degree can be delivered with relatively few courses.

(2) Proposed study programs

Subject to modification based on survey results or other data obtained, we propose to offer the following 3 BIS programs: Liberal Arts, Administrative Communications, and Communication Management. A fourth program in Criminal Justice could easily be added.

Each BIS degree program will consist of:

a. EN300 (3 credits) (note: this would be taught face-to-face by adjunct faculty from the English departments at the community colleges; permission has already been obtained)

b. Four three-credit upper-division communications courses (SC342-Small Group Communication, SC350-Persuasion, SC362-Organizational Communication, and either SC330 Conflict and Negotiation or SC401-Training and Development)

c. Four three-credit upper-division psychology courses (PY302 Motivation or PY306-Cognition, PY310-Social Psychology, PY314-Personality and Social Behavior and PY315-Personnel Psychology)

d. A section of IS390 (6 credits) specific to the BIS program. Further assumed is that these courses would be internships and could be offered every semester, except that IS390 for Liberal Arts would be a capstone course offered once per year.

e. Four three-credit upper-division courses specific to the BIS program, as follows:

Liberal Arts*: AN/SO327-Growing Old in a New Age

AN/SO304-Portrait of a Family

EN390-American Cinema

EN399-Literary Visions

Comm. Mgmt.**: BU342-Organization and Management

BU360-Marketing

BU381-Finance

BU345-Human Resources Management

Admin. Comm.: PO310-Community Development

PO391-Public Personnel Admin.

PO393-Public Budgeting

PO401-Program Evaluation, or

SO314-Organizations

*Each of the Liberal Arts courses are currently offered as TV courses. Additional TV courses could be added to this curriculum as they become available

**Students must take courses equivalent to EC201 (Microeconomics), EC202 (Macroeconomics) and AC224 (Financial Accounting). AC225 (Managerial Accounting) is recommended.

f. BIS students would thus take 45 hours of upper division credit from Washburn. Additional hours to satisfy general education requirements or electives to reach 124 could be taken either from the set of Washburn courses or from KCKCC.

Sequencing courses:

A four semester course sequence could be constructed as follows (TA and CJ course sequences are still being developed, but will follow a similar strategy. Approximately 4 CJ courses and 2-3 TA courses would be taught each semester):

Semester 1         Semester 2      Semester 3       Semester 4
EN300(5)              EN300(5)
SC342                SC350           SC362          SC330 or SC401
PY306 or PY302       PY310           PY314          PY315
SO327                SO304           EN390          EN399
                     IS390                          IS390
BU342                BU360           BU381          BU345
PO310                PO391           PO393          PO401 or SO314
HS302(4)              HS300           HS429          HS495
HS305                HS415(4)         HS360(3)(4)      HS481(2)
                     HS313(1)(4)       HS381(2)
                     HS321(4)         HS372(4)
                     HS380(2)

(1) or similar elective

(2) required internship (6 hours)

(3) one-hour directed studies course

(4) HS course to be delivered by mediated instruction (other HS courses are

face-to-face)

(5) taught face-to-face by adjunct instructor

Faculty compensation issues

The following strategy for compensating faculty is proposed. It is recognized that some exceptions will inevitably need to be made based on particular circumstances, such as the availability of adjunct faculty.

I. For courses beginning Fall 1999

A. In the semester during which the course is developed (usually, the semester prior to offering the course for the first time), the instructor may elect to receive either 1/4 reassigned time or a $1650 stipend

B. The course counts as part of regular load each semester it is offered. (Due to departmental considerations, in some instances an additional adjunct may be needed.)

II. For courses in Spring 1999, faculty compensation has already been negotiated with the selected instructors according to the compensation package proposed in an earlier draft.

III. Arrangements for capstone experiences would be made later, but would typically be considered part of the normal load.

Draft budget

A draft 5 year budget for PLAN appears in Appendix E. This proposed budget suggests that a positive operating result could occur in the second year of the program, and that initial investment could be completely recovered after 5 years. Details are in the appendix.

Additional issues and next steps:

Many details remain to be developed for this outline. Some of these include:

a. student services issues, especially pertaining to financial aid

b. Bookstore role (more than just providing books and classroom materials, including WU sweatshirts, notebooks, etc.)

c. develop advisory councils with representation from industry/government

d. resolve intellectual property issues

e. proceed with KBOR, NCA approval issues

Beyond these, still more details will have to be worked out and challenges faced.

Appendix A: PLAN Implementation Schedule (last modified 9/29/98)

(note: for marketing/promotional schedule, see the marketing plan in Appendix D)

Date Activity Staff Assignment

Aug. Initially Approve PLAN implementation Pres. Farley

Request mailing lists from KCK/JCCC Al Dickes

Determine degree/course offerings Ron Wasserstein/Deans

Present overview of PLAN to Board Pres. Farley

Create PLAN web site Tim Peterson/David Monical/ACC

Sept. Secure JCCC room commitment Pres. Farley

Begin PLAN faculty training Instructional design team

Assign web techs to faculty ACC

Print & mail reception invitations Tom Ellis

Develop specs for VC equipment Tim & Brenda White

Conduct KCKCC reception Pres. Farley/Staff

Conduct JCCC reception Pres. Farley/Staff

Include PLAN info in WU, KCKCC Ron Wasserstein

and JCCC class schedules

Oct. Present budget for PLAN to Board Pres. Farley

Run KC Star/other ads David Monical

Develop articulation agreements Ron & Deans

Mail surveys, compile results Shel Cohen

Issue POs for VC equipment Jack Sunderland

Conduct student briefing at KCKCC Al, Tim & Ron

Conduct student briefing at JCCC Al, Tim & Ron

Nov. Install/test VC equipment Tim and Brenda

Continue faculty training/course develop Instructional design team

Mail registration materials to students Al Dickes

Dec. Run KC Star/other ads Dena Anson

Conduct advising/registration at KCKCC Al, Tim, Ron & faculty

Conduct advising/registration at JCCC Al, Tim, Ron & faculty

Jan. Conduct PLAN orientation on campus Al, Tim, Ron & faculty

Begin periodic video conference classes Tim, Brenda & faculty

Appendix B: Interest Survey

WORKING DRAFT COPY

Dear _____________________

Washburn University is considering offering a number of high quality bachelor degrees in the metropolitan Kansas City area in cooperation with Kansas City Kansas Community College and Johnson County Community College. General education and the freshman-sophomore major courses would be taught by the community colleges. The advanced major courses would be the responsibility of Washburn University. This program would be offered at convenient times and the instruction would be a mixture of conventional classroom teaching and distance learning techniques, such as computer instruction, VCR tapes, and video conferences. A list of the proposed programs with a brief description is attached to this letter.

We are very interested in obtaining information on the demand for this type of cooperative Bachelor degree program in the Kansas City area, and which specific types of programs are needed. Your input is greatly valued by Washburn University. Therefore, it would be appreciated if you would take a minute to answer the two questions on the attached form and mail the postage free card back to me. Please feel free to add your comments. All responses are completely anonymous, but if you would like to be informed of future developments in this program please complete the optional name and address blanks on the form.

Thank you in advance for your cooperation!

Sincerely yours,

Dr. Sheldon H. Cohen

Executive Director of Planning

Appendix B, continued WORKING DRAFT

PROPOSED WASHBURN UNIVERSITY BACHELOR PROGRAMS

FOR OFFERING IN THE KANSAS CITY AREA

IN COOPERATION WITH KCKCC AND JCCC

Administrative Communication Concentration - Bachelor of Integrated Studies.

This major requires advanced course work in Communication, Psychology and Public Administration. It is designed to improve supervisory skills of public employees.

Communication Management - Bachelor of Integrated Studies

This major requires advance course work in Business, Communication, and Psychology. It is designed to improve supervisory skills of individuals in business.

Criminal Justice - Bachelor of Science in Criminal Justice

This degree is designed to prepare individuals for careers in law enforcement and corrections.

Human Services - Bachelor of Applied Science

The concentration is in Alcohol/Drug Abuse and Victim/Survivor Services.

Liberal Arts - Bachelor of Integrated Studies

This is a general degree designed for individuals who wish to earn a bachelor degree, but do not need any specific area training.

Technology Administration - Bachelor of Applied Science

This degree is available for students who have completed an occupational oriented associate degree and are interested in pursuing further studies to meet career demands in many advanced technical areas of the work force.

A few examples of advance courses in given areas:

Communication:

Persuasion, Small Group Communication, Conflict and Negotiation and

Organizational Communication.

Psychology:

Motivation, Social Psychology, Personality and Social Behavior, and

Personnel Psychology.

Business:

Organization and Management, Marketing, Finance and Business Law.

Public Administration:

Community Development, Public Personnel Administration, Public

Budgeting, and Program Evaluation.

Liberal Arts:

Growing Old in a New Age, Portrait of a Family, American Cinema,

and Literary Visions.

Appendix C

Sample Spring 1999 PLAN

ITV Schedule

Tuesday Thursday
Course 1 (4-7 pm) Jan 12 Course 2 (4-7 pm) Jan 14
Course 3 (7-10 pm) Feb 9 Course 4 (7-10 pm) Feb 11
Mar 9 Mar 11
Ap 6 Ap 8
Course 5 (4-7 pm) Jan 19 Course 6 (4-7 pm) Jan 21
Course 7 (7-10 pm) Feb 16 Course 8 (7-10 pm) Feb 18
Mar 16 Mar 18
Ap 13 Ap 15
Course 9 (4-7 pm) Jan 26 Course 10 (4-7 pm) Jan 28
Course 11 (7-10 pm) Feb 23 Course 12 (7-10 pm) Feb 25
Mar 30 Ap 1
Ap 27 Ap 29

PLAN Program Orientation

Washburn University Campus

Saturday, January 9, 1999

9:00 am - 3:00 pm

Appendix D: Marketing Plan

Washburn University

Learning for a Lifetime

Marketing Plan for

PLAN (Partnership for Learning and Networking)

2-plus-2 program

a partnership between

Washburn University - Johnson County Community College -

Kansas City Kansas Community College

(drafted 8/10/98 by Colleen Brink)

Goals:

In order to successfully launch the 2-plus-2 degree programs in Spring 1999, marketing efforts must begin now.

(1) Develop and maintain positive ongoing relationships with and between faculty, staff and constituents at both community colleges to ensure current and future success of the program offerings

(2) Reach and promote to target audience the programs in the most effective means possible. Information should be appealing, easily accessible and drive home the point that this program is designed specifically to meet the needs of place-bound students who desire to complete a baccalaureate program in a convenient manner. (Specific marketing vehicles are detailed later in this draft)

(3) Ensure maximum enrollment in 2-plus-2 course offerings

(4) Increase recognition for Washburn University as a educational leader for all program offerings, not merely the 2-plus-2 degree programs

(5) Achieve a successful model that can be applied to other community colleges in Kansas

The success of this marketing plan is dependent on the total support of faculty and staff all three institutions to develop the positive relationships necessary to provide a constant and consistent message that reaches all potential students.

In addition to providing a valuable service to students in the Wyandotte and Johnson County, if all members of the 2-plus-2 marketing and academic teams work together to promote the degree programs, the result for Washburn University will be: a successful model in which to build other programs upon; financial gain; and increased visibility and standing in northeast Kansas as well as counties throughout the state and region.

Objectives:

(1) Raise awareness and name recognition of Washburn University in Wyandotte and Johnson Counties via a variety of media and direct promotional efforts

(2) To involve all three institutions in conveying a consistent message about the programs and know how to direct specific questions to a designated authority on the programs

(3) Inform potential students that the 2-plus-2 programs can meet their personal needs by:

a. providing instruction in their own neighborhood

b. providing convenient class times

c. providing education leading to a baccalaureate degree

d. offering face-to-face instruction in conjunction with distance learning options

e. providing the prestige associated with having a bachelor's degree from reputable university

(4) Inform potential students and members of community that the 2-plus-2 program is economically feasible:

a. no relocation expenses

b no commuting expenses

c four-year degree from Washburn will result in salary increases

(5) Cause potential students to act and enroll in the programs

Implementation:

(1) Networking/developing relationships with college president, faculty members, constituents and community leaders in all three counties (now)

a. meet with team faculty, advisors and staff to educate and motivate them about program. Continue on a monthly basis

b one-on-one meetings with college presidents to generate support of the programs

c. present plan to Board of Regents/Trustees

d. plan to present to local city council meetings and other community meetings

e. make presence at high school board meetings

(2) Raise public awareness of Washburn among in both community college locations (Fall 1998)

a. post large (generic) Washburn billboards on main routes to/from community college campuses

b use television advertisements using stick figure on ladder with new voiceover to promote 2-plus-2 programs as well as four-year option

c partake in career fairs on both college campuses, community and high schools in Wyandotte and Johnson Counties

d. newspaper advertisements in college newspapers promoting 2-plus-2. Advertisements in major newspaper promoting both 2-plus-2 and Washburn as four-year option

e promote upcoming 2-plus-2 via Washburn web page; also create links from JCCC and KSKCC web pages and "education" and "continuing education" search engines

(3) Know the target audience (now)

a. current students at community colleges

b place-bound (probably nontraditional students) residents in the community

c. individuals (traditional) who have not committed to four-year college

d. residents who have completed a two-year degree within the last two years and may consider pursuing a four-year degree

(4) Assess the needs of target audience (Oct. 1998)

a. direct mail surveys to current community college students with 30 credit hours or more

b. speak to major employers in areas about employee educational needs

c. visit with community college counselors about students' desires after completing two-year degrees

d. web page e-mail response link to Washburn 2-plus-2 program director for feedback from potential students

(5) Develop a marketing theme. Suggestions include:

a. Get with the PLAN

b. You're half-way there; let us take you to the finish line.

c. Washburn University and ____ Community College: Degrees of Success

d. You're half-way there, let us take you to the finish line: Washburn and _____ 's PLAN (Partnership for Learning and Networking)

e. Washburn and _____'s PLAN: Get the benefits of a four-year degree without the hassle (without leaving home, something)

(6) Deliver the message, market the program aggressively (Spring 1999)

a. list program offerings appear in catalogs at community colleges

b. post in area businesses, government agencies and libraries large color posters with tear-off postcards to send in for more information about the 2-plus-2 program

c. host at both sites an informative and motivational luncheon for all faculty and staff who deal with the programs (include admissions, financial aid, communications dept., etc.). Conduct similar efforts bi-monthly

d. direct mail to current students with 30 or more credit hours a flyer/brochure featuring general information about 2-plus-2 and how to get more detailed information

e. make available via advisors and the admissions office at all three colleges brochures which detail each program individually (including cost)

f. beef-up web page efforts to promote programs

g. press conferences to announce the partnership program in Wyandotte and Johnson Counties (early Feb. 1999)

h. press releases to media state-wide announcing the new effort and how it will help place-bound students (mid Feb. and at start of 1999-2000 academic year)

i. radio advertisements promoting 2-plus-2 in two counties (two separate ads, one for each community college)

j. frequent television advertisements, particularly in May-Aug. time frame

k. announce new program offerings in alumni magazine and at alumni events in the two counties

Evaluate outcome: (Fall 1999)

What were enrollment figures

a. surveys to current students, business managers

Appendix E: Draft 5 Year PLAN Program Budget

FY 99 FY 00 FY 01 FY 02 FY 03 Total
Expenses
No. of Courses to Mediate 20 30 0 0 0 50
Fac. Stipends/Adj. Repl. ($1,650/course)* $33,000 $49,500 $0 $0 $0 $82,500
No. of Courses to Deliver 10 25 25 25 25 110
Fac. Salaries ($1,650/course)** $8,250 $0 $0 $0 $0 $8,250
Web Techs (2 @ $12,000)*** $18,000 $24,000 $24,000 $24,000 $24,000 $114,000
On-site coord/admission counselor*** $3,200 $28,000 $28,000 $28,000 $28,000 $115,200
ITV Assistants (3 @ $120/course)*** $3,600 $9,000 $9,000 $9,000 $9,000 $39,600
Subtotal Salaries $66,050 $110,500 $61,000 $61,000 $61,000 $359,550
ISDN Lines (3 @ $1,500)*** $2,250 $4,500 $4,500 $4,500 $4,500 $20,250
Standard phone service (3 @$30/month) $1,080 $1,080 $1,080 $1,080 $1,080 $5,400
DISC charges*** $2,880 $5,760 $5,760 $5,760 $5,760 $25,920
Course Materials $2,500 $2,500 $2,500 $2,500 $2,500 $12,500
Web Software $3,000 $3,000 $3,000 $3,000 $3,000 $15,000
Marketing - brochures, posters, mailings $5,000 $5,000 $5,000 $5,000 $5,000 $25,000
Marketing - radio, TV, newspaper $25,000 $25,000 $25,000 $25,000 $25,000 $125,000
Travel $2,500 $2,500 $2,500 $2,500 $2,500 $12,500
Library support $2,500 $2,500 $2,500 $2,500 $2,500 $2,500
Equipment (3 Swiftsites @ $10,000)/replacements $30,000 $10,000 $10,000 $10,000 $60,000
phone/fax machine combo (3@$500) $1,500
ISDN Installation (2 @ $1000) $2,000 $2,000
Subtotal SOE $80,210 $51,840 $61,840 $61,840 $61,840 $317,570
Total Expenses $146,260 $162,340 $122,840 $122,840 $122,840 $677,120
Revenue (assuming 25 students per course)
SCH (75/course) 750 1875 1875 1875 1875 8250
Tuition ($135 pch) $101,250 $253,125 $253,125 $253,125 $253,125 $1,113,750
Net Revenue -$45,010 $90,785 $130,285 $130,285 $130,285 $436,630

Note: The budget includes expenses, but no revenue, for a Washburn campus "section" of each course.

*faculty may opt for a stipend of $1650 or choose 1/4 release time

**honoring commitments already made

***prorated for portion of first year, or where existing funds/position being used to reduce first year cost

Agenda Item No. V. A. 2.

Washburn University Board of Regents

SUBJECT: Admissions Criteria

DESCRIPTION:

Washburn, throughout its distinguished history, has had the highest standards of educational quality and service. In Kansas higher education, we are dedicated to our mission and have, achieved educational excellence. Our University has established high standards while maintaining a commitment to equal opportunity and diversity that are hallmarks of our history and part of our tradition from our humble beginnings.

The criteria we establish to admit students, and the way that we advise and direct those admitted should ultimately promote student success. While standardized test scores and academic success in high school are not totally accurate predictors of student success, they are indicators of how we can best direct students.

Other goals in establishing admission requirements include our commitment to financial efficiency. It is expensive to recruit students and it is more expensive to place students in the classroom when they do not have apparent potential to succeed. Further, it is a disservice to students to admit them and by doing so lead them, perhaps, to believe that they will be successful academically. Beyond the financial costs of an inappropriately admitted student is the personal cost to the student resulting from their likely failure in the classroom.

The Kansas Legislature has mandated and the Kansas Board of Regents has adopted restrictive admission standards that become effective in 2001. Much of the impetus for this change comes from public demands to ensure that resources to higher education are used most effectively. Public demands for accountability have been translated into admission standards that target student inputs as a way of ensuring appropriate higher education efficiency and effectiveness. It is equally incumbent upon Washburn University to demonstrate effective use of resources.

Washburn University must respond to the statewide changes in admission standards. We must address this changing environment. First, we will buttress our commitment to student success. Washburn University is, and always has been, devoted to helping students achieve. The changing environment calls upon us to redouble our efforts to secure student achievement and success. Second, these actions will allow us to maintain our high quality image in Kansas higher education. By doing so, we will fortify our marketing position and reinforce Washburn University as a high quality option for prospective students seeking a place to succeed.

Admissions criteria are intended to provide some indication of potential academic success. No standard is a completely reliable predictor. Some students test better than their high school grade point average (GPA) might predict. The opposite is true of others. Some students for whom all the indicators predict success will fail. And, some students for who all the indicators predict failure will achieve greatness. Therefore, our criteria take into account a range of predictors of achievement. For the sake of simplicity we speak only about ACT scores and high school GPA because they are most commonly submitted to us. We also routinely convert scores from SAT and the ASSET test as well.

Creating criteria is not the ultimate goal. Employing criteria to improve student success is how we benefit the students. These criteria become the basis by which we create prescriptive educational action plans for individual students who are determined to need additional advising. By intensifying the advising function we will improve student success.

Our ultimate goal is to improve student success. More rigorous admissions criteria will benefit Washburn University and our students. We will judge that success by improved retention and higher graduation rates. These standards are focused on student success but also reflect our history, traditions and location in meeting a mission that is unique to Washburn University, especially our commitment to high quality education with equal opportunity.

The admissions criteria adopted by Washburn University will contribute significantly to achieving the University's recruitment goals and creating the high achieving student body of the next century.

FINANCIAL IMPLICATIONS:

None.

RECOMMENDATION:

President Farley recommends approval of the Admissions Criteria agenda item as submitted.

___________ __________________________

(date) Jerry B. Farley, President

ADMISSION REQUIREMENTS

DEGREE CANDIDATES

Students who are graduates of accredited high schools and wish to fulfill the requirements for a degree will be admitted as regular classified students. Admission classification will depend upon the student's academic credentials and admission test (ACT) scores.

Priority Admission

Criteria: Students meeting one of the following criteria will be granted priority admission status.

A. High School GPA 3.50 on a 4.00 scale

OR

B. ACT Composite Score 24

OR

C. ACT Composite Score 21, 22 or 23 and High School GPA 2.60 on 4.00 scale

OR

D. ACT Composite Score 18, 19 or 20 and High School GPA 2.90 on 4.00 scale

OR

E. ACT Composite Score 16 or 17 and High School GPA 3.20 on 4.00 scale

Conditional Admission

Criteria: Students not meeting one of the above standards will be granted conditional admission status.

The goal of conditional admission is to provide a prescription for freshman success. This prescription may include for example:

1. Mandatory Multi-Session Per Semester Advising

These three or four per semester sessions will include academic assessment, program and degree planning.

2. Restriction on Number of Semester Hours

Students granted conditional admission will be limited to 12 semester hours per semester during their first year.*

3. Compulsory Enrollment in the IS 100 - Student Success, Freshman Seminar - Course.

4. Menu of Courses Available to Students on Conditional Admission (i.e.)

Specific list of General Education Courses

High risk course enrollment limited to SIP sections

5. Required participation in study skills, career planning, test taking and other seminars offered by CLASS.

6. Tutorials required as needed.

* Exceptions will be made upon approval by the counselor.

Part-Time Students

Students taking less than seven hours per semester are exempt from the above standards up to the point they have accumulated 18 hours of university credit.

ACT or ASSET Score

Prospective students who are more than four years out of high school and who do not have an ACT score may use the ASSET test. This test is administered by the University's Testing Center.

Transfer Students

The Admission criteria apply to transfer students with less than 24 hours of college work. Transfer students with 24 or more hours of college work must meet the existing university standard for academic good standing.

Home School Students

The completion of the ACT test and receipt of the scores by the University is required for admission. An official transcript is also required and will be evaluated on an individual basis by the Director of Admissions for course content and completion.

Priority Admission for Home School Students:

Criteria:

A. ACT Composite Score 24

OR

B. ACT Composite Score 21, 22 or 23 and GED Score 50

Conditional Admission

Criteria: ACT Composite Score 20 and GED Score 45

NOT Admitted: ACT Composite Score < 24 and GED < 45.

Graduates of nonaccredited high schools will be evaluated on an individual basis.

GED Students:

Students who are not graduates of a high school may qualify for admission by taking the GED.

The University requires receipt of official GED transcript and official ACT report of scores.

Priority Admission for GED Students

Criteria:

A. ACT Composite Score 24 and GED Score 45

OR

B. ACT Composite Score 21, 22 or 23 and GED Score 50

Conditional Admission

Criteria:

A. ACT Composite Score 20 and GED Score 45

NOT Admitted: GED Score < 45

Agenda Item No. V. A. 3. a.

Washburn University Board of Regents

SUBJECT: Changes to Facilities Use Policy

DESCRIPTION:

The Facilities Use Committee has proposed several changes to the Facilities Use Policy. Most of these changes are minor wording changes, but some changes to rates are proposed. A summary of the proposed changes is attached, as is a copy of the full policy with changes indicated in strikeout/underline format. The revised policy also removes most references to the Bradbury Thompson Center, indicating at the top of the document that a separate policy exists for that facility.

FINANCIAL IMPLICATIONS:

Rate changes for the facilities technician will help recover costs for facilities use. Rate changes for piano and organ uses will assist with tuning and upkeep costs.

RECOMMENDATION:

President Farley recommends approval of the attached amended Facilities Use Policy.

___________________ _______________________

(date) Jerry B. Farley, President

Summary of proposed changes to the Facilities Use Policy

To be presented to the Board of Regents at the October 14, 1998, meeting

The following summarizes the changes proposed to the Facilities Use Policy by the Facilities Use Committee. Exact wording of the changes is indicated on the attached policy in strikeout/underline format.

page 1 (and throughout) removal of most references to Bradbury Thompson Center

The BTC policies are now in a separate document.

page 2 change in wording to reflect current policy, not a change in actual policy

Removing the phrase "Facilities may be scheduled up to two years in advance of the date of the event" and leaving "The Facilities Use Office encourages early scheduling of events" more accurately reflects the rest of the policy. The section on Priorities for Reserving Facilities restricts the booking of some facilities to considerably less than 2 years in advance.

page 2 change in wording to reflect current policy, not a change in actual policy

The "Union Station" no longer exists; the change in wording simply describes the previously approved location. It does not add a new location for consumption and serving of alchohol.

page 3 minor policy change

The Small Business Development Seminars and International Programs are recognized as University entities for the purpose of priority in scheduling events.

page 3 new policy

The International House is added to the list of facilities which may be scheduled in advance under the specified conditions.

page 3 rewording of policy for clarity

The phrase "may not be booked until January 1 for the fiscal year preceding the upcoming fiscal year" is very unclear. The new wording is intended to clarify.

page 4 title change

The title "sound and light technician" is changed to "facilities technician" to clarify the role of the technician, especially to outside users.

page 9 rate change

Charge for facilities technician (formerly "sound and light technician") increased to help recover costs.

page 9 rate change

Increased tuning costs result in the need to increase the cost of piano rental from $25 per day to $50 per use.

page 10 rate addition

No charge exists in current policy for use of the organ.

page 11 additional wording

"Modified 7/24/98" added to "Approved by the Washburn University Board of Regents 12/18/96" to indicate date of policy change (if approved by the Board).

Washburn University

Facilities Use Policy+

+The Bradbury Thompson Center has a separate Facilities Use Policy, and is not included herein.

Washburn University Facilities

The primary function of Washburn University facilities is to further the educational, cultural, recreational and athletic objectives of Washburn University students, faculty, staff, and administration.

Facilities are available for use by University entities, student organizations, non-university groups or individuals. The University reserves the right to deny use of facilities by any requestor and shall be the sole judge in making the determination.

In addition to the policies set forth here, student organizations shall comply with applicable policies and procedures governing such organizations.

Subject to this policy, University facilities are available for use for events that do not duplicate or compete with University educational activities or which are for profit or commercial purposes.

The University will neither allow nor deny use of facilities where the effect of allowing or denying use would be to discriminate or permit discrimination on the basis of race, sex, color, religion, creed, age, national origin, disability, or sexual orientation.

All security will be arranged for by University Security. University Security Personnel shall have the authority to stop an event at any time if it is determined that the event cannot proceed safely. Users requesting security for a specific purpose will be charged for such services. See section on Service Fees.

Facility users are subject to all federal, state, city and/or county rules, regulations, ordinances, and statutes applicable to the University.

The University, as a place for the free exchange of ideas and views for the benefit of the community which it serves, permits communicative activity such as picketing and demonstrations on its campus subject to the following conditions:

a. Classrooms and classroom areas in University buildings are for the conducting of classes only and picketing and demonstration in such areas by non-students is not permitted. Communicative activities by students in such areas may be subject to the Student Disciplinary Code.

b. Student housing is for private residential purposes only and is not a public area. Picketing and demonstrations in such areas by non-residents of student housing is not permitted.

c. Picketing, demonstration, or other activity which disrupts, interferes with or impedes the conducting of classes, day to day business of the University, student housing, or the orderly function of an event sanctioned by the University is not permitted.

The following University facilities may be available to rent:

Elliot Hill White Concert Hall and/or lobby, Mulvane Art Museum, and University Theatre;

Kelsey H. and Edna B. Petro Allied Health Center sports related facilities such as Lee Arena,

Whiting Fieldhouse, Garrett Natatorium, Dance Studio, Moore Bowl, Falley Field, Softball Fields,

Tennis Courts, and practice fields;

Classrooms and auditoria rooms in Benton Hall, Carnegie Hall, Garvey Fine Arts Center, Henderson Learning Resource Center, Morgan Hall, Petro Allied Health Center, and Stoffer Science Hall ;

International House; Bradbury Thompson Center; School of Law; and Mabee Library*;

Carruth Hall, Kuehne Hall and West Hall**; and Memorial Student Union***.

*Mabee Library is available only during normal hours of operation, determined each semester.

**Carruth, Kuehne and West Halls are scheduled by the Residential Living Office, (913) 231-1010x1065.

***Memorial Student Union facilities are scheduled by the Memorial Student Union office, (913) 231-1010x1725.

The following University facilities are not available to rent:

KTWU; Department Offices, Conference Rooms, and Specialized Classrooms including, but not limited to instrument rooms, computer laboratories, scientific laboratories; and weight and training rooms.

Procedure for Reserving Facilities

University departments, student organizations, non-university groups or individuals interested in the use of University facilities or grounds shall contact the Facilities Use Office.

Facilities may be scheduled up to two years in advance of the date of the event, and the The Facilities Use Office encourages early scheduling of events. However, a priority system for scheduling has been established, and is described in the section "Priority for Reserving Facilities".

The following information must be provided to reserve a facility:

a. Type of Group--University, Student Organization, Non-University group, or individual;

b. Date of Event;

c. Purpose/Type of Event;

d. Time--access to facility, doors open to public, event begins, event ends, out of facility;

e. Facility Requested; and

f. Special Services Requested.

All users, except University departments, must request use of lecture and auditoria classrooms at least two weeks in advance and use of all other facilities three weeks in advance.

All users, other than University departments, must complete a contract for facilities use regardless of facilities use fees.

Non-registered student organizations, non-university groups or individuals requesting the use of grounds, or of facilities having a capacity of more than 250 persons, must procure and have in force during the event a comprehensive general liability policy (which includes athletic participants when applicable) and shall submit to the University proof thereof. The limit for bodily injury and property damage shall not be less than $1,000,000.00 per occurrence. If the event will include the serving of alcohol or cereal malt beverage this insurance requirement is applicable regardless of the capacity of the facility. When alcohol is served the certificate must also show that host liquor liability is included.

After it has been determined that a facility is available, and after all related documentation is complete and appropriate fees paid (see Fee Structure section), a confirmation and signed contract if required will be issued. A facility is not reserved until a confirmation slip is received. The confirmation slip may be required as proof of reservation at the time the facility is occupied.

Facilities may be held for reservation for one month by University entities or student organizations and for one calendar week by non-university groups or individuals. After such time the date will be released without further notice to the requestor.

Serving and consumption of alcoholic liquor and/or cereal malt beverages may be allowed in the Bradbury Thompson Center and garden and patio; International House and adjacent patio area; White Concert Hall foyer; Mulvane Art Museum and Mulvane Art Museum foyer, Patio area between White Concert Hall and Mulvane Art Gallery; lobby area adjacent to the Union Station CAB Office and the Washburn, Lincoln, MacVicar, Boswell and Crane Rooms of the Memorial Union, lobby area adjacent to Libation Station, the lobby area adjacent to the administrative offices of the Law School building and the patio areas adjacent to said building; and, rectangular area described as follows: Beginning at a point fixed by the southeast corner post of the fence surrounding Moore Bowl (hereafter Fence), thence west along said Fence to its southwest corner post; then south to a point along a line extended east and west running through and parallel to the south wall of Warehouse Three; then east on said line along the south side of Warehouse Three to a point directly south of the southeast corner of the Fence, then north to the beginning point at the southeast corner post of the fence, and President's residency if application is made to the President at least fifteen days in advance of the event. Application forms may be obtained from the Facilities Use Office. For additional information see the Alcoholic Liquor/Cereal Malt Beverage Policy,

Appendix J.

All users of University facilities wishing to serve, sell and/or give away non-commercial wrapped food items or items taken out of commercial wrap, must do so through a licensed food caterer or by obtaining a temporary food license.

All users of University facilities wishing to sell and/or give away merchandise must complete a Retail Sales Agreement. All agreements are subject to approval by the Director of the Memorial Student Union.

Priority for Reserving Facilities

Priorities for the use of campus facilities are in the following order:

a. Regularly scheduled academic courses.

b. University entities activities such as rehearsals, performances, varsity athletic events, Alumni and Endowment Association events, and Division of Continuing Education Courses, Small Business Development Seminars and International Programs.

c. Student organizations and users receiving full sponsorship or joint sponsorship (see "Exceptions to the Fee Structure" for policies pertaining to full or joint sponsorship or co-sponsorship).

d. Non-university groups or individuals.

To maintain these priorities, the following scheduling procedures are adopted:

a. Lecture and auditoria rooms and other facilities used by academic classes may not be reserved for use until the fifteenth day of classes during the semester in which the event is to occur.

b. White Concert Hall may not be reserved until April 1 preceding the beginning of the University's fiscal year in which the event is to occur. Special exceptions to this policy may be granted by the Facilities Use Office with the concurrence of the Music Department.

c. The University Theatre may not be reserved until September 1 of the fiscal year in which the event is to occur. Special exceptions to this policy may be granted by the Facilities Use Office with concurrence of the Art and Theatre Department.

d. Sports related facilities may not be reserved until the varsity athletic season has been determined for the year in which the event is to occur.

e. The International House may be booked in a given fiscal year no sooner than six months prior to the start of that fiscal year. Special exceptions to this policy may be granted by the Facilities Use Office with concurrence of the International House Committee.

e The Bradbury Thompson Center may not be booked until January 1 for the fiscal year preceding the upcoming fiscal year.

Fee Structure

The following sections describe the two types of fees, facilities use fees and special services fees. Another section then describes exceptions to these fee structures.

Payment of all facilities use fees or special services fees known prior to the event are due no less than two calendar weeks prior to the event. Payment of the appropriate charges must be made to the Facilities Use Office before a confirmation slip and signed contract will be issued. Failure to pay by the required date will result in cancellation of the reservation.

Any special services fees not known prior to the event must be paid to the Facilities Use Office immediately upon notification of such charges.

Users cancelling use of facilities more than one calendar week prior to the date of the event shall be entitled to full refund of all pre-paid fees. Users cancelling facility use less than one calendar week but more than 48 hours prior to the scheduled time of facility use shall be entitled to a fifty percent refund of pre-paid fees. Cancellation of facilities use less than 48 hours prior to the scheduled time of facility use will result in loss of all pre-paid fees.

A user which has defaulted on a payment or has not complied with the conditions of use shall be required to pay any previous charges and make full restitution prior to approval of future reservations requests. All payments for subsequent events must then be made in advance to the Facilities Use Office.

Facilities Use Fee Structure

University entities and student organizations are exempt from Facilities Use Fees but are responsible for Service Fees. Non-university groups or individuals shall be charged Facilities Use Fees, (for exceptions see Exceptions to Fee Structure ), and Service Fees. Facilities Use Fees shall be interpreted to include such items as light, heat,

customary air conditioning, and routine custodial services. Further information on Service Fees is provided in the section "Service Fees".

Facilities Use Fees are on a per use, per day basis unless otherwise stated. Preparation, practice and rehearsal times are considered to be separate functions, unless scheduled on the same day as the event. Preparation, practice and rehearsal are defined as time spent preparing for an event; event spectator shall not be present during this time.

Facilities Use Fees for multiple year contracts shall be determined by the University Business Office. Collection of such fees shall be the responsibility of said office.

Lecture and auditoria rooms in Benton Hall, Carnegie Hall, Henderson Learning Resources Center, Morgan Hall and Stoffer Hall are available Sunday through Thursday 7:00 a.m. to 10:00 p.m. and Friday/Saturday 7:00 a.m. to 6:00 p.m.. Garvey Fine Arts Center facilities are available 7:00 a.m. to 11:00 p.m. Monday through Sunday. Petro Allied Health Center facilities are available Monday through Thursday 6:00 a.m. to 10:00 p.m., Friday and Saturday 6:00 a.m. to 6:00 p.m., and Sunday 2:00 p.m. to 7:00 p.m. International House facilities are available Monday through Sunday 7:00 a.m. to 11:00 p.m. Bradbury Thompson Center facilities are available Monday through Friday 8:00 a.m. to 5:00 p.m. Requests for use of facilities at times other than stated above are subject to availability and additional charges for such use will be assessed.

White Concert Hall:

$440.00 Monday through Friday, No Admission Charge for Event

$550.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$660.00 Admission Charge, Donation, Offering, or Contribution for Event

$140.00 Hold for Alternate Site

$ 90.00 Rehearsal, Per Hour

All users of White Concert Hall are required to have a sound and light facilities technician on site during the hours the facility is occupied. See section on "Services Fees". The Facilities Use Fee for White Concert Hall includes use of the men's and/or women's dressing areas as required and available.

Users holding events held in White Concert Hall may reserve a maximum of three dates for rehearsals during the two weeks prior to the event. Events scheduled in other facilities may not rehearse in White Concert Hall.

White Concert Hall--Lobby Only:

$190.00 Monday through Friday, No Admission Charge for Event

$240.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$285.00 Admission Charge, Donation, Offering, or Contribution for Event

$ 60.00 Hold for Alternate Site

Use of tables, chairs, or special set ups in White Concert Hall Lobby may be restricted according to fire code.

University Theatre:

$285.00 Monday through Friday, No Admission Charge for Event

$360.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$425.00 Admission Charge, Donation, Offering, or Contribution for Event

$ 75.00 Hold for Alternate Site

$ 60.00 Rehearsal, Per Hour

All users of the University Theatre are required to have a sound and light technician on site during the hours the facility is occupied. See section on "Services Fees".

The Facilities Use Fee for the University Theatre includes use of the men's and/or women's dressing areas as required and available.

Users holding events held in University Theatre may reserve a maximum of three dates for rehearsals during the two weeks prior to the event. Events scheduled in other facilities may not rehearse in University Theatre.

Lee Arena:

$1,000.00 Monday through Friday, No Admission Charge for Event

$1,250.00 Saturday, Sunday, University Holiday, No Admission Charge for Event

$1,500.00 Admission Charge, Donation, Offering, or Contribution for Event

$ 250.00 Hold for Alternate Site

$ 200.00 Practice, Per Hour

The Facilities Use Fee for Lee Arena includes use of the men's and/or women's dressing areas as required and available.

Whiting Field House:

$ 315.00 Monday through Friday, No Admission Charge for Event

$ 395.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$ 470.00 Admission Charge, Donation, Offering, or Contribution for Event

$ 90.00 Hold for Alternate Site

$ 65.00 Practice, Per Hour

The Facilities Use Fee for Whiting Field House includes use of the men's and/or women's dressing areas as required and available.

Garrett Natatorium:

$ 110.00 Per Hour/1 Hour Minimum, Monday through Friday, No Admission Charge for Event

$ 140.00 Per Hour/1 Hour Minimum, Saturday, Sunday, or University Holiday, No Admission Charge for Event

$ 165.00 Per Hour/1 Hour Minimum, Admission Charge, Donation, Offering, or Contribution for Event

The Facilities Use Fee for Garrett Natatorium includes use of the men's and/or women's dressing areas as required and available.

All users of Garrett Natatorium are required to have one certified "Water Safety Instructor" Life Guard on site for every 50 persons using the pool. Copy of WSI certification must be on file with the Facilities Use Office, prior to the date of the event at which the guard will work. If the user does not have access to a WSI Guard, one may be provided by the University and the cost will be billed accordingly. See section on "Service Fees".

Dance Studio:

$ 95.00 Monday through Friday, No Admission Charge for Event

$120.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$145.00 Admission Charge, Donation, Offering, or Contribution for Event

$ 25.00 Hold for Alternate Site

$ 20.00 Practice, Per Hour

The Facilities Use Fee for the Dance Studio includes use of the men's and/or women's dressing areas as required and available.

Moore Bowl:

$2,375.00 Athletic Events

$1,000.00 Non-Athletic Events, Monday through Friday

$1,250.00 Non-Athletic Events, Saturday, Sunday, or University Holiday

$1,500.00 Non-Athletic Events, Admission Charge, Donation, Offering, or Contribution for Event

The Facilities Use Fee for Moore Bowl includes use of the men's and/or women's dressing areas as required and available.

Users holding events held in Moore Bowl may reserve the facility for a "walk-through" the day before the event is scheduled to take place. Users will be charged all costs associated with preparation of the facility after a "walk-through".

Availability of Moore Bowl is determined by Physical Plant Administration, and the University reserves the right to deny use or cancel activities due to weather or field conditions.

Falley Field:

$160.00 Monday through Friday, No Admission Charge for Event

$200.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$240.00 Admission Charge, Donation, Offering, or Contribution for Event

$ 35.00 Practice, Per Hour

Falley Field may be reserved for the purpose of playing baseball only.

Availability of Falley Field is determined by Athletics Director or the University Baseball Coach, and the University reserves the right to deny use or cancel activities due to weather or field conditions.

Softball Fields:

$50.00 Monday through Friday, No Admission Charge for Event

$65.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$75.00 Admission Charge, Donation, Offering, or Contribution for Event

Availability of the softball fields is determined by Athletics Director or the University Softball Coach, and the University reserves the right to deny use or cancel activities due to weather or field conditions.

Tennis Courts:

$20.00 Half day/1-4 hours, Monday through Friday, No Admission Charge for Event

$40.00 Full day/4+ hours, Monday through Friday, No Admission Charge for Event

$25.00 Half day/1-4 hours, Saturday, Sunday, or University Holiday, No Admission Charge

$50.00 Full day/4+ hours, Saturday, Sunday, or University Holiday, No Admission Charge

$35.00 Half day/1-4 hours, Admission Charge, Donation, Offering, or Contribution for Event

$60.00 Full day/4+ hours, Admission Charge, Donation, Offering, or Contribution for Event

Tennis courts are available for private use as available without confirmation, however, users with a confirmation for a set time of use have priority.

Availability of the tennis courts is determined by Athletics Director or the University Tennis Coach, and the University reserves the right to deny use or cancel activities due to weather or court conditions.

Practice Fields--football or soccer:

$50.00 Monday through Friday, No Admission Charge for Event

$65.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$75.00 Admission Charge, Donation, Offering, or Contribution for Event

The soccer field is available for public use without confirmation, however, users with a confirmation for a set time of use have priority. The football practice field is not available for use without a confirmation.

Availability of the practice fields is determined by Physical Plant Administration, and the University reserves the right to deny use or cancel activities due to weather or field conditions.

Lecture and Auditoria Classrooms:

Rooms Seating 1-50 persons--

$ 60.00 Monday through Friday, No Admission Charge for Event

$ 75.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$ 90.00 Admission Charge, Donation, Offering, or Contribution for Event

$ 15.00 Hold for Alternate Site

Rooms Seating 51-120 persons--

$100.00 Monday through Friday, No Admission Charge for Event

$125.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$150.00 Admission Charge, Donation, Offering, or Contribution for Event

$ 25.00 Hold for Alternate Site

Rooms Seating 121-250 persons--

$125.00 Monday through Friday, No Admission Charge for Event

$160.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$190.00 Admission Charge, Donation, Offering, or Contribution for Event

$ 40.00 Hold for Alternate Site

Occupancy is determined by Washburn primarily based upon City of Topeka Fire Code requirements.

International House:

$150.00 Monday through Friday, No Admission Charge for Event

$190.00 Saturday, Sunday, or University Holiday, No Admission Charge for Event

$225.00 Admission Charge, Donation, Offering, or Contribution for Event

$ 40.00 Hold for Alternate Site

The Facilities Use Fee is for use of the entire house, unless specific restrictions are given by the University at the time of booking.

Users may bring non-catered food items into the International House to serve to event guests only. Such food items may not be served or sold to the public at large.

It is the user's responsibility to arrange the facility as desired, return all properties to their original state when finished, and remove any trash or food associated with the user's program from the house. Users failing to leave the house in its original state will be responsible for charges incurred for custodial services, and may be denied future use of the facility.

Additional information regarding the International House is documented in the International House User Information Sheet.

Bradbury Thompson Alumni Convocation Center

Facilities Use Fees

Board or Conference Room*

$ 50.00 Half day/Time Specified by Contract, 5 hour maximum

$ 75.00 Full day/Time Specified by Contract, 10 hour maximum

$ 20.00 Hold for Alternate Site

$ 5.00 Set Up Charges w/no food service*** (not assessed to University Department events)

$ 10.00 Set Up Charges w/food service***

Bible Room

The Bible Room can be viewed by the public during Center hours, but is available for use by University Departments only. Food or drink are not permitted in the Bible Room.

Convocation Hall**

$150.00 One-third Section, Half day/Time Specified by Contract, 5 hour maximum

$200.00 One-Third Section, Full day/Time Specified by Contract, 10 hour maximum

$ 50.00 One-third Section, Hold for Alternate Site

$ 50.00 Set Up Charges***

$300.00 Two-thirds Section, Half day/Time Specified by Contract, 5 hour maximum

$400.00 Two-Thirds Section, Full day/Time Specified by Contract, 10 hour maximum

$ 75.00 Two-thirds Section, Hold for Alternate Site

$ 75.00 Set Up Charges***

$450.00 Full Hall, Half day/Time Specified by Contract, 5 hour maximum

$650.00 Full Hall, Full day/Time Specified by Contract, 10 hour maximum

$100.00 Full Hall, Hold for Alternate Site

$100.00 Set Up Charges***

Use of the Lobby is included with rental of the Convocation Hall, except during Center office hours (8:00 a.m. - 5:00 p.m., M-F). Use of the Patio and Garden is included with rental of the Convocation Hall.

Patio and Garden**

$150.00 Half day/Time Specified by Contract, 5 hour maximum $200.00 Full day/Time Specified by Contract, 10 hour maximum

$ 25.00 Set Up Charges***

*Use of the second floor kitchen is included with rental of the Board or Conference Rooms. Availability of first floor kitchen is subject to use of the Convocation Hall or Patio and Garden.

**Use of the first floor kitchen is included with rental of the Convocation Hall or Patio and Garden.

***Event set up and normal custodial clean-up are considered part of the set up charges. Excess clean-up will be billed at the rate of $15.00 per hour. (See Clean Up Guidelines, page 5).

Additional Hours for all Center facilities (charged to all users, not subject to reduction)

$ 25.00 Each additional hour or portion thereof, before 1:00 a.m.

$ 50.00 Each additional hour or portion thereof, after 1:00 a.m.

Washburn University Departments are exempt from facilities use fees, but will be charged all other applicable fees and a staff fee of $75.00 for half day use or $150.00 for full day use of the Convocation Hall at any time or $50.00 for half day use or $75.00 for full day use of the Board, Conference or Bible Rooms before or after regular business hours or on University holidays.

Washburn University Student Organizations and Full Sponsor Organizations are exempt from facilities use fees, but will be charged all other applicable fees and a staff fee of $75.00 for half day use or $150.00 for full day use of the Convocation Hall or $50.00 for half day use or $75.00 for full day use of the Board or Conference Rooms.

Washburn University Joint Sponsor events will be charged a staff fee of $75.00 for half day use or $150.00 for full day use of the Convocation Hall and $50.00 for half day use or $75.00 for full day use of the Board or Conference Rooms or fifty-percent of the Facilities Use Fee, whichever is greater.

Additional information regarding the Alumni Center is documented in the Bradbury Thompson Center Facilities Use Guidelines.

Grounds

There are no Facilities Use Fees for use of University Grounds, however, all users are responsible for special services fees.

Availability of University Grounds is determined by Physical Plant Administration, and the University reserves the right to deny use or cancel activities due to weather or grounds conditions.

Services Fees

The user is responsible for all costs associated with use of facilities. Special service fees are determined by the department providing the services and the University Business Office based on cost to the University, and are assessed on a per hour, per person basis, with a minimum of one half hour charged for any part of an hour. Additional charges may be assessed for materials.

All users are responsible for payment of special services fees, however, University Departments shall not be responsible for sound and light technician service charges.

Special services fees include, but are not limited to the following:

Life Guard--Certified Water Safety Instructor $10.00 per hour/1 hour minimum

Sound and Light Technician $ 15.00 per hour/2 hour minimum

Facilities Technician $ 20.00 per hour/2 hour minimum

Electrician $ cost per hour/2 hour minimum

Equipment Manager $ 15.00 per hour/2 hour minimum

Custodial Services $ cost per hour, unless otherwise stated

*Above normal wear or use

*Set Up/Tear Down--tables, chairs,

floor coverings, etc.

*Athletic field/court preparation

Security (Requested by User) $15.00 per hour/3 hour minimum

Piano $ 25.00 per day $ 50.00 per use

Piano Tuning $ cost. Handled by Music Department.

Organ $ 75.00 per use

Audiovisual Equipment No charge. Subject to availability.

Special equipment for an event that is not available at the reserved facility must be provided by the user.

Exceptions to the Fee Structure

Full Sponsorship

At times it is to the University's advantage to sponsor the activities of a Non-University group. To be considered for full sponsorship, the group and its proposed activity must provide significant benefit to the University, or be such that lack of full sponsorship would adversely affect the University. The University is the sole judge of eligibility for full sponsorship.

The Facilities Use Committee will evaluate any user seeking full sponsorship to insure that there is a substantial level of University involvement in the organization or in its proposed activities. The group will provide to the Facilities Use Committee its annual report. In addition, the group must agree to recognize the University as a Sponsor in all publicity related to the event, and the University's association with the event must not violate any other University contract, policy, or agreement. The Facilities Use Committee makes the determination to grant or not to grant full sponsorship.

Full sponsorship is granted on a yearly basis. Applications for full sponsorship are distributed in June for the next fiscal year. Completed applications are reviewed by the Facilities Use Committee in August. Groups wishing to apply for full sponsorship at a time other than that designated may submit application for review at the next scheduled Facilities Use Committee meeting.

A list of fully sponsored groups for the current fiscal year is available from the Facilities Use Coordinator.

Fully sponsored groups are not subject to Facilities Use Fees, but are responsible for special services fees. No other exceptions to the policy are included with full sponsorship.

Joint Sponsorship

Groups holding an event that is, in the judgment of the University, of benefit to the University may be eligible for joint sponsorship.

Joint sponsorship events must meet the following criteria:

a. The function or activity must further the recognized University mission of education or community service;

b. Personnel of the University must be involved in the planning, implementation, and monitoring of the event;

c. The University must be recognized as a Joint Sponsor in all publicity related to the event;

d. University association with the event does not violate any other University contract, policy, or agreement; and

e Documentation acknowledging the above items are or will be met must be signed by the President or a Vice President, and submitted to the Facilities Use Coordinator.

Joint sponsorship is based on a per event evaluation of the above criteria, and may be obtained for any available University facility. Joint sponsorship forms will be processed by the Facilities Use Office.

Joint Sponsorship is not available for an individual's private use of Washburn facilities.

Joint Sponsorship users receive a 50% reduction in Facilities Use Fees, but are responsible for special services fees at the standard rate. No other exceptions to the policy are included with joint sponsorship.

Classroom Fee Exemption

Groups holding an event that is of benefit to the University, in the sole judgment of the University, may be eligible for exemption from classroom use fees.

Classroom fee exempt events must meet the following criteria:

a. The function or activity must further the recognized University mission of education or community service;

b. The function must be of benefit to a specific University Department, School or College;

c. The University must be recognized as a joint sponsor in all publicity related to the event;

d. University association with the event does not violate any other University contract, policy, or agreement; and

e. Documentation acknowledging the above items are or will be met must be signed by the Chairperson of the Department requesting the exemption, and submitted to the Facilities Use Coordinator.

Classroom Fee Exemption is based on a per event evaluation of the above criteria. Classroom Fee Exemption forms will be processed by the Facilities Use Office. Classroom Fee Exemption is not available for an individual's use of Washburn Facilities.

Groups receiving Classroom Fee Exemption are not subject to Facilities Use Fees, but are responsible for special services fees. No other exceptions to the policy are included with Classroom Fee Exemption.

Facilities Use Committee

The President will appoint a Facilities Use Committee. Membership of the Committee will include persons in the following positions:

Vice President for Academic Affairs (Chairperson);

Vice President for Administration and Treasurer;

Dean of Students/Chief Student Affairs Officer;

Associate Vice President for Academic Affairs;

Chairperson, Art and Theatre Arts;

Chairperson, Health and Physical Education;

Chairperson, Music;

Director, Alumni Association;

Director, Athletics; and

Director, International Center.

The Facilities Use Coordinator and the Business Manager will provide staff support to the Committee.

The purposes of the Committee are to:

a. Receive and recommend facilities use policies to the President;

b. Receive and recommend facilities use procedures to the President:

c. Receive, review and approve or reject requests for University long-term or special circumstance sponsorship for facilities use fee waiver; and

d. Interpret the approved Facilities Use Policy.

Users wishing to appeal a decision made on the basis of the Facilities Use Policy must submit a letter of appeal to the Facilities Use Committee, in care of the Facilities Use Coordinator or the Vice President for Academic Affairs. The Committee will hear the appeal at its next scheduled meeting. All Committee decisions on matters of appeal shall be final.

Approved by the Washburn University Board of Regents 12/18/96.

Modified 10/14/98

Agenda Item No. V. A. 3. b.

Washburn University Board of Regents

SUBJECT: Bible Room at the Bradbury Thompson Center

DESCRIPTION:

Modify the Bradbury Thompson Center guidelines to include the Bible Room as a rental space.

FINANCIAL IMPLICATIONS:

Account #00601 (Bradbury Thompson Center rental fees) and #00602 (Bradbury Thompson Center reimbursement fees) would increase. The amount of increase is unknown.

RECOMMENDATION:

The attached proposal, stating rental fees and policy specific to the Bible Room, be approved. The room would become available for rent, once approval is granted, when protective coverings for the display cases and conference table have been received at the Center.

__________ ________________________

(date) Jerry B. Farley, President

Bradbury Thompson Center

Guidelines for Facilities Use

Policy for Facilities Use

The Bradbury Thompson Center (Center) houses the operations of the Washburn Alumni Association, and the Washburn Endowment Association, and the Bradbury Thompson Center Coordinator. The Facilities Use Office Bradbury Thompson Center Coordinator is responsible for managing the public areas in the Bradbury Thompson Center (all areas except the Alumni and WEA office suites). and basement storage areas). The primary purpose of the facility is to serve the needs of Washburn University, the Alumni Association and Endowment Association. and Washburn University. Regular business hours shall be are Monday through Friday, 8:00 a.m. - 5:00 p.m.

Use of the Bradbury Thompson Center is subject to the Washburn University Facilities Use Policy. The following information is provided to serve as a guideline for facilities use and does not replace this Policy. policy is specific to the Bradbury Thompson Center but does not replace the Washburn Facilities Use Policy.

Booking an Event

Scheduling is managed by the Bradbury Thompson Center Coordinator. Anyone interested in reserving space in the Bradbury Thompson Center must contact the Coordinator, who can be reached at (913)(785) 231-1010, x1303 during regular business hours. Availability of the Bradbury Thompson Center is determined by the Coordinator, based on prior requests.

The following information must be provided at the time the Bradbury Thompson Center is reserved:

A. Type of Group--University, Student Organization, Non-University group, or individual;

B. Date of Event;

C. Purpose/Type of Event;

D. Time--access to facility, doors open to public, event begins, event ends, out of facility;

E. Special Services or Equipment Requested;

F. Private Arrangements--caterer, florist, musicians, or other service staff; and

G. Use of Alcohol--see section on Alcohol Policy.

Requests for use of the Board Room, Conference Room, or Bible Room must be made at least two weeks in advance and use of the Convocation Hall or Patio and Garden must be made at least three weeks in advance.

All users, other than University Departments, must complete a contract for use of the Bradbury Thompson Center regardless of facility use fees. University departments must complete an agreement for the use of the Bradbury Thompson Center regardless of facility use fees.

Non-university groups or individuals requesting the use of the Convocation Hall or the Patio and Garden must procure and have in force during the event a comprehensive general liability insurance policy if applicable and shall submit to the University proof thereof. The limit for bodily injury and property damage shall not be less than $1,000,000.00 per occurrence. This "special events liability endorsement" policy may be obtained through the agent handling an organization's general insurance or an individual's homeowners' policy.

Payment of Fees

A $100.00 deposit and two copies of the contract signed by the user are due within 30 days of reserving the Convocation Hall or Patio and Garden or the event will be cancelled without further notice. The $100.00 deposit will not be applied to the rental or set-up fees, but will be refunded after the event if the guidelines policy for facilities use are upheld. Cancellation will result in loss of deposit.

Two copies of the contract signed by the user are due within 7 days of reserving the Bible, Board Room and Conference Room or the event will be cancelled without further notice.

Payment of all fees known prior to the event are due no less than two calendar weeks prior to the event. Payment of the appropriate charges must be made to the Facilities Use Office Bradbury Thompson Center Coordinator before a confirmation slip will be issued. Failure to pay by the required date will result in cancellation of the reservation without further notice.

Users cancelling use of facilities more than two calendar weeks prior to the date of the event shall be entitled to a full refund of all pre-paid fees except deposit. Users cancelling facility use less than two calendar weeks but more than 48 hours prior to the scheduled time of facility use shall be entitled to retain fifty percent of pre-paid fees. Cancellation of facilities use less than 48 hours prior to the scheduled time of facility use will result in loss of all pre-paid fees.

Facilities Use Fees

Bible Room

The Bible Room can be viewed by the public during Center hours, but is available for use by University Departments only. Food or drink are not permitted in the Bible Room. The Bible Room may be scheduled to be viewed during an event if arrangements are made at the time the event is booked.

$150.00/5 Hour rental

$200.00/10 Hour rental

Plus

$50.00/Set up fee

*Set up fee includes placing table pads and linen on table, placing protective coverings over the display cases and signs requesting that no items be placed on the display cases, removal and storage of these items following the event. Also included, will be the placement of a table in the lobby for events either serving refreshments or for registration and/or material hand-outs.

Bible Room Policy

Rented "As Is".

There will be no change to room configuration.

All meals must be served.

.If refreshments are provided at a meeting, they must be placed on the meeting table.

All food and beverage will remain at the table.

Viewing of the room with food or drink "in hand" is prohibited.

No refreshment table will be placed inside the room.

Display cases will be covered for all dinners and meetings where refreshments are served.

No candles permitted.

Wall decor cannot be removed.

The room will be closed for wedding receptions and all after hour events, unless arrangements have been made with the Bradbury Thompson Center Coordinator at the time the event is contracted.

Viewing of the Bible Room will be available 8:00 AM - 5:00 PM, unless privately rented.

All requests for art exhibits are to be authorized by the Mulvane Art Museum Director and exhibited under the direction of the Mulvane Art Museum Registrar/Preparator. Installation shall be done by professionally qualified personnel hired through the Mulvane Art Museum. Works of art permanently displayed in the Bible room shall be removed and replaced by same personnel following standard museum practices.

Lighting in the room is permanent and may not be added to or changed.

All other Bradbury Thompson Center Policies apply.

Board or Conference Room*

$ 50.00 Half day/Time Specified by Contract, 5 hour maximum

$ 75.00 Full day/Time Specified by Contract, 10 hour maximum

$ 20.00 Hold for Alternate Site

$ 5.00 Set Up Charges w/no food service*** (not assessed to University Department events)

$ 10.00 Set Up Charges w/food service***

Contract Time Violation Fee

$25.00 for first 30 minutes beyond contract time

$25.00 for each additional 15 minutes, thereafter.

Convocation Hall** (Use of the Lobby, Patio and Garden are included with the rental of the Convocation Hall.)

$150.00 One-third Section, Half day/Time Specified by Contract, 5 hour maximum

$200.00 One-third Section, Full day/Time Specified by Contract, 10 hour maximum

$ 50.00 One-third Section, Hold for Alternate Site

$ 50.00 Set Up Charges***

$300.00 Two-thirds Section, Half day/Time Specified by Contract, 5 hour maximum

$400.00 Two-thirds Section, Full day/Time Specified by Contract, 10 hour maximum

$ 75.00 Two-thirds Section, Hold for Alternate Site

$ 75.00 Set Up Charges***

$450.00 Full Hall, Half day/Time Specified by Contract, 5 hour maximum

$650.00 Full Hall, Full day/Time Specified by Contract, 10 hour maximum

$100.00 Full Hall, Hold for Alternate Site

$100.00 Set Up Charges***

Patio and Garden**

$150.00 Half day/Time Specified by Contract, 5 hour maximum

$200.00 Full day/Time Specified by Contract, 10 hour maximum

$ 25.00 Set Up Charges***

Contract Time Violation Fee for Convocation Hall, Patio and Garden

$ 25.00 Each additional hour or portion thereof, before 1:00 a.m.

$ 50.00 Each additional hour or portion thereof, after 1:00 a.m.

*Use of the second floor kitchen is included with rental of the Board or Conference Rooms. Availability of first floor kitchen is subject to use of the Convocation Hall or Patio and Garden and Bible Room.

**Use of the first floor kitchen is included with rental of the Bible Room, Convocation Hall, or Patio and Garden.

***Event set up and normal custodial clean-up are considered part of the set up charges. Excess clean-up will be billed at the rate of $15.00 per hour. (See Clean Up Guidelines, page 5).

Additional hours may be purchased only on 10 hour rentals at a rate of $25.00 per hour. The request to purchase additional hours may be denied based on the hours of the previous and following events.

Washburn University Departments are exempt from deposit and facilities use fees, but will be charged all other applicable fees and a staff fee of $75.00 for half day use or $150.00 for full day use of the Convocation Hall at any time or $50.00 for half day use or $75.00 for full day use of the Bible, Board, or Conference Rooms before or after regular business hours or on University holidays.

Washburn University Student Organizations and Full Sponsor Organizations are exempt from facilities use fees, but will be charged all other applicable fees and a staff fee of $75.00 for half day use or $150.00 for full day use of the Convocation Hall or $50.00 for half day use or $75.00 for full day use of the Bible, Board or Conference Rooms.

Washburn University Joint Sponsor events will be charged a staff fee of $75.00 for half day use or $150.00 for full day use of the Convocation Hall and $50.00 for half day use or $75.00 for full day use of the Bible, Board or Conference Rooms or fifty-percent of the Facilities Use Fee, whichever is greater.

Event Coordinator Bradbury Thompson Center Site Coordinator

The Bradbury Thompson Center Coordinator or a Site Coordinator will be available during all events booked during normal hours of operations. contracted events. A Coordinator will be on site at all times the building is occupied before or after normal hours of operation. The purpose of the Site Coordinator is to provide access to the Bradbury Thompson Center facilities, ensure all previously arranged requests are met, and enforce the Guidelines Policy for Facilities Use.

The responsibilities of the Bradbury Thompson Center Site Coordinator are as follows:

Prior to the event:

--Answer questions regarding Center guidelines and reserving facilities.

--Provide user with contract, bill and other correspondence related to the Center.

--Coordinate the physical set up of the Center, as determined prior to the event.

--Make available Center equipment, as requested prior to the event.

During the event:

--Provide access to the Bradbury Thompson Center.

--Provide information regarding use of facilities or equipment.

--Enforce Guidelines Policy for Facilities Use.

--Assist with lighting, sound or other equipment control as needed or requested prior to the event.

Remove clean china from kitchen area and inventory prior to moving to the basement area for storage.

Following the event:

--Secure the building.

--Inventory equipment.

--Process post event paperwork. such as refunds or additional charges, as necessary.

The following are not responsibilities of the Site Coordinator:

--Coordinate actual itinerary of event.

--Provide secretarial services such as making calls, copies or typing.

--Accept or sign for privately arranged deliveries.

--Move or coordinate arrangement of privately arranged equipment or decor.

--Equipment failure of privately rented items.

--Provide child care or supervision.

Assist caterer with serving guests or assist with kitchen clean-up

Food Service

All food must be prepared, served, and cleaned up by Washburn University Food Service or a licensed caterer during the designated rental period. Such caterer shall be responsible for carrying out the Clean Up Guidelines related to the kitchen (see Clean Up Guidelines, page 5) . (refer to page 5.)

Equipment

The following equipment is available for use at no charge: 6' and 8' rectangular tables, 60" round tables, chairs, a public address system, and audio/visual equipment. Availability of such equipment is subject to prior requests.

A portable dance floor is available for an $85.00 fee.

Eight platform risers are available for use for a fee of $5.00 per riser.

A grand piano is available for use for a $25.00 $50.00 fee. The piano cannot be removed from the Convocation Hall for any reason. No exceptions will be made.

Dishware, flatware, stemware and serving ware are available for use with a deposit. Replacement costs for breakage and a handling fee will be deducted from all deposits. The remaining deposit will be refunded within 30 working days. The caterer are is responsible for washing used items and returning them to storage racks.

Expected Atten. Dep. Handl.Fee Expected Atten.  Deposit  Handling Fee
1-50            $ 50    $25       151-200        $200       $40
51-100          $100    $25       201-250        $250       $50
101-150         $150    $30       251-300+       $300       $60

A direct draw beer dispenser is required when keg beer is served. The $25.00 handling fee is non-refundable. Clean up of dispenser is the responsibility of the user.

Requests for use of the dance floor, risers, piano or dishware, flatware, stem ware and serving ware must be made at the time the Convocation Hall is reserved or at minimum 30 days prior to an event.

Requests for use of the dance floor, piano, or dishware, flatware, stemware and serving ware must be made at the time the Convocation Hall is reserved or at minimum 30 days prior to an event. Center The equipment is not available for outdoor set up.

Use of Alcohol

The Bradbury Thompson Center does not hold a liquor license. Users may serve or sell alcohol in the Bradbury Thompson Center, subject to the policies of Washburn University, ABC regulations. and the laws of the State of Kansas, Shawnee County, and the City of Topeka.

An Application for Approval to Serve Alcoholic Liquor/Cereal Malt Beverages is required to serve alcohol in the Bradbury Thompson Center at any event. This form must be filed at least 15 days before the event and can be obtained from the Facilities Use Office.

Bradbury Thompson Center Coordinator.

Non-university groups or individuals serving alcohol in any Bradbury Thompson Center facility space, must procure and have in force during the event a comprehensive general liability policy and a liquor liability policy and shall submit to the University proof thereof. The limit for bodily injury and property damage shall not be less than $1,000,000.00 per occurrence. Alcohol must be contained within the building and is allowed is the Garden. Guests found drinking in restricted areas, such as the east side of the building or parking lot are subject to arrest.

Other Guidelines General Policy

It is not the responsibility of the offices housed in the Bradbury Thompson Center to provide phone and/or copier access or materials for events held in the Bradbury Thompson Center. A pay phone is located at the main entrance coat closet and coin operated copiers are available in the Memorial Union.

The Bradbury Thompson Center facilities are is a smoke-free facility.

The Bradbury Thompson Center may be booked after January 1 for the fiscal year following the upcoming fiscal year. Only the Alumni and Endowment Associations shall be able to reserve Bradbury Thompson Center facilities prior to this date.

All events in the Bradbury Thompson Center must end by 12:00 midnight and the premises vacated by 1:00 a.m.

Set up requirements and location of equipment must be made known to the Bradbury Thompson Center Coordinator's Office Facilities Use Office no less than two working days prior to an event. Failure to provide such information will result in set up determined by the Facilities Use Coordinator's Office according to information available. No major changes in set-up will be made the day of the event.

All room arrangements and moving of Bradbury Thompson Center equipment will be done by Bradbury Thompson Center staff only. Any change in table or chair set up during an event will be handled by Center staff at the rate of $10.00 per hour/2 hour minimum.

Users are liable for the cost of any damage to the facilities or equipment during the designated rental period.

All equipment, food or decorations brought into the Bradbury Thompson Center must be removed from the facility at the end of the event, within the designated rental period. Items left behind by caterer, florist, or any other service provider under contract by the user will result in loss of deposit, in accordance with Bradbury Thompson Center Policies.

Washburn University does not accept responsibility for damage to, or loss of, any merchandise, equipment, or articles left in the Bradbury Thompson Center prior to or during an event.

Posters, decorations, or similar items can not be attached to the walls, doors, or stairway, or hung from the ceiling or fixtures.

Outdoor setup is limited to the patio or sidewalks; set up on the grass is not allowed. Food preparation may not be done within the confines of the patio or garden.

Red beverages such as wine or punch are not permitted inside the Bradbury Thompson Center due to potential stain problems.

The throwing of rice, bird seed, silly string, confetti (including shooting off poppers) or similar items is not permitted inside or outside the Bradbury Thompson Center.

Scheduling of academic courses in the Bradbury Thompson Center is not permitted.

Votive candles in plastic holders are prohibited. Caution is advised when using tapers. Spilled wax will result in excess cleaning charges.

Placement of items on the piano is prohibited.

Clean Up Guidelines

Before vacating the Bradbury Thompson Center the following clean-up is required:

Convocation Hall--

--Remove all food, drink and trash from Convocation Hall.

--If using paper products, this is the user's responsibility.

--Remove all equipment and decorations brought into the Bradbury Thompson Center.

Board or Conference Rooms--

--Place all trash in receptacles.

--Remove all food and drink from the room.

Kitchen--

--Remove all items from refrigerator and wipe out any spills. Wash shelves of food/drink residue.

--Wipe down counters, sinks, and serving carts.

--Remove rubber guard from disposal and rinse. Do not leave water standing in disposal sink.

--Drain dishwasher and clean drain screen.

--Tie trash bags sacks and place in dumpster at the loading dock leaving in containers, pull outside on dock.

--Sweep all food debris from floor and mop any spills.

--Turn off water facets (including sprayer), dishwasher and oven.

--Lift must be left in the down position and the cord placed in storage box when not in use.

--Complete and sign kitchen checklist prior to exiting event.

--Notify the Event Site Coordinator of any mechanical, technical or other problems are experienced during the event.

--Remove all equipment and decorations brought into the Bradbury Thompson Center.

Failure to leave the Bradbury Thompson Center as requested will result in extraordinary clean up charges of $15.00 per hour and future requests for use of the Bradbury Thompson Center may be denied.

Dishware, Flatware, Stemware and Serving Ware Handling Requirements

The following steps must be taken when using Center items:

--Sort all like items into the appropriate rack before washing.

--Rinse items thoroughly before washing. Check for food residue after washing.

--Stack like racks of clean dishes for inventory purposes.

--Store silverware in appropriate stemware storage containers.*

*Failure to leave the Bradbury Thompson Center flatware as requested will result in extraordinary handling charges of $25.00.

Agenda Item No. V. A. 3. c.

Washburn University Board of Regents

SUBJECT: Revision to Business and Financial Affairs Handbook: Leave Without Pay

DESCRIPTION:

Under current policy, all leaves of absence without pay must be approved by the Area Head. In order to simplify the process, and allow Department Heads more flexibility to manage their staffing needs, it is proposed to revise the section of the Business and Financial Affairs Handbook on Leaves of Absence to allow Department Heads to approve leaves of absence without pay up to 30 calendar days. Two sections, Personal Leave and Sick Leave, must be revised; for clarification, a new section specifically entitled Leave Without Pay will be added.

REVISE Personal Leave section 3.2.1.8, page 9:

Personal leave without pay may be granted to employees, under certain conditions, i.e. an employee is ineligible for or has insufficient personal leave accumulated to cover a period of justifiable absence. The Area Head Department Head, in accordance with procedures adopted by the Vice President for Administration, may authorize leave without pay up to thirty calendar days. For a longer period, a request must be sent through the Department Head for approval of the Area Head and to the President for final approval, with a copy forwarded to the Vice President for Administration office. Leave without pay in excess of 30 days must be approved by the Department Head, the Vice President for Administration and the President.

REVISE Sick Leave section 3.2.2.3, page 10:

Periods of leave of absence without pay may be granted to eligible employees under certain conditions; i.e., an employee has insufficient sick leave and personal leave accumulated to cover a period of absence caused by illness. The Area Head Department Head, in accordance with procedures adopted by the Vice President for Administration, may authorize leave without pay up to thirty calendar days. For a longer period, a request must be sent through the Department Head for approval of the Area Head and to the President for final approval, with a copy forwarded to the Vice President for Administration office. Leave without pay in excess of 30 days must be approved by the Department Head, the Vice President for Administration and the President.

ADD new section 3.2.5, Leave Without Pay:

Leave of absence without pay in increments of one-half hour may be granted to an employee when she/he has insufficient accrued personal leave or sick leave to cover a period of justifiable absence. The Department Head, in accordance with procedures adopted by the Vice President for Administration, may authorize leave without pay up to thirty calendar days. For a longer period, a request must be sent through the Department Head for approval of the Vice President for Administration and to the President for final approval, with a copy forwarded to the Personnel Office.

FINANCIAL IMPLICATIONS:

None

RECOMMENDATION:

President Farley recommends the Board of Regents approve the proposed revision to the Business and Financial Affairs Handbook.

___________ ______________________

(date) Jerry B. Farley, President

Agenda Item No. V. A. 3. d.

Washburn University Board of Regents

SUBJECT: Elimination of 6 Month Waiting Period for Use of Accrued Personal Leave

DESCRIPTION:

Currently there is a probationary waiting period of six months for new employees before they are eligible to use accrued personal leave. Elimination of the waiting period would allow new employees the opportunity to use accrued personal leave during the upcoming holiday closing period, as well as eliminate the need to require the use of leave without pay for new employees. Supervisors must still approve any requests for leave. Also, Regents institutions no longer have a waiting period before their employees are allowed to use their accrued vacation leave.

Business and Financial Affairs Handbook Section 3.2.1.6 which states:

"There is a probationary waiting period of six months for new employees before being eligible to participate in the personal leave program. At the end of the first six months, employees who are allowed to continue their fiscal year appointment receive retroactive credit for personal leave. The employee is eligible to request personal leave at this time."

would be deleted from the Handbook.

FINANCIAL IMPLICATIONS:

Under existing policy, employees separating from service with Washburn University before the 6 month waiting period is over do not receive compensation for the unused personal leave. Had the proposed policy been in effect for the past 5 years, the average cost per year would have been slightly over $1,100 (Using the assumption that no personal leave would have been used, and separating employees would receive the maximum number of days accrued).

RECOMMENDATION:

President Farley recommends the Board of Regents approve elimination of the 6 month waiting period before employees may use accrued personal leave.

_________ ______________________

(date) Jerry B. Farley, President

Agenda Item No. V. B. 1. a.

Washburn University Board of Regents

SUBJECT: Cleaning, Caulking, Tuckpointing, & Waterproofing of Law School and Clinic

DESCRIPTION:

Bids have been received to clean, caulk, tuckpoint, and waterproof the exterior stonework on the Law School and Clinic. This work is needed to keep the stone exterior from deterioration and to improve the appearance of this important building.

Five requests for proposals were issued. The following results were received:

Karr Tuckpointing Company No Bid

Mid-Continental Restoration $49,730.00

Restoration & Waterproofing $43,858.00

Second Life Restoration No Bid

Western Waterproofing No Bid

FINANCIAL IMPLICATIONS:

Expenditure of $43,858.00 from Capital Improvement account 03-00302.

RECOMMENDATION:

President Farley recommends the Board of Regents approve the award of a contract to Restoration and Waterproofing Contractors, Inc. for $43,858.00 to clean, caulk, tuckpoint, and waterproof the exterior stonework on the Law School and Clinic.

___________ ____________________

(date) Jerry B. Farley, President

Agenda Item No. V. B. 1. b.

Washburn University Board of Regents

SUBJECT: IBM RS 6000 SP2 Node for SAS Purchase

DESCRIPTION:

Washburn University purchased an IBM RS600 SP2 computer system in July, 1998. The SP2 has been developed by IBM and uses the same AIX operating system currently in use by the Academic Computer Center. The SP2 NUMA architecture has four 332 MHz processors per node, and can be configured with up to 16 nodes. The original purchase included two nodes with the ability to add more nodes. This purchase will add an additional node for use by the School of Applied Studies.

The additional nodes for the RS 6000 SP2 are available only from an IBM reseller. Quotations were requested from two IBM resellers. The quotations are as follows.

Source One, Boise, ID $37,632.00

ICS, Kansas City, MO $38,663.00

.

FINANCIAL IMPLICATIONS:

The SP2 node will be purchased from three accounts:

SAS Perkins Grant, 13-06729 $20,000.00

Capital Improvements, 03-00301 $10,000.00

ACC Equipment, 01-37050 $ 7,632.00

Total $37,632.00

RECOMMENDATION:

President Farley recommends the Board of Regents approve the low responsive bid from Source One in the amount of $37,632.00.

____________ ____________________

(date) Jerry B. Farley, President

Agenda Item No. V. B. 1. c.

Washburn University Board of Regents

SUBJECT: Hitachi Telephone Switch Maintenance Agreement

DESCRIPTION:

Purchase of one year agreement, beginning November 19, 1998, for service and parts for the HCX 5500.

Williams Telecommunications Solutions is currently the provider of this service, however that firm has notified the University that after November 19, 1998 they will no longer service the University's telephone system, because of their "inability to keep personnel sufficiently trained to provide expert service." Williams has further informed the University that their Hitachi accounts have been "sold" to the Xeta Corp. of Tulsa. American Telephone, Inc. is a smaller firm located in the Kansas City area and is the only other company in the Kansas City/Topeka area that is servicing more than one HCX 5000 series system.

Quotations were sought from both companies and Xeta offers the best price.

American Telephone------$38,838

Xeta Corp.------------------$28,140

FINANCIAL IMPLICATIONS;

$27,000 is budgeted in General Fund account 67024 which is the telephone system operation account. It may become necessary to request a transfer of the remaining $1,140 later in the fiscal year.

RECOMMENDATION:

President Farley recommends the Board of Regents approve the purchase of this maintenance agreement from the Xeta Corp.

_________ ______________________

(date) Jerry B. Farley, President

Agenda Item No. V. B. 1. d.

Washburn University Board of Regents

SUBJECT: Medium Duty Truck for Physical Plant

DESCRIPTION:

Purchase of one medium duty truck for the Physical Plant Department.

Requests for bids were sent to three suppliers. All three responded as follows. One supplier also bid an alternate vehicle.

Ed Bozarth Chevrolet $31,731.00

Topeka, KS

Midway Ford $39,507.00

Topeka, KS

KCR International $39,125.00

Topeka, KS

KCR International (alternate bid) $39,650.00

Topeka, KS

The bid that best meets the needs of the Physical Plant Department is the low bid from Ed Bozarth Chevrolet.

FINANCIAL IMPLICATIONS:

Funds are budgeted for this purchase in the Building and Construction Fund account 03-00301. The bid price is $31,731.00. The cost is within the approved budget of $34,000.00.

RECOMMENDATION:

President Farley recommends the Board of Regents approve the low responsive bid from Ed Bozarth Chevrolet for $31,731.00.

__________ __________________

(date) Jerry B. Farley, President

Agenda Item No. V. B. 2. a.

Washburn University Board of Regents

SUBJECT: Personnel Actions - Administrative Staff

DESCRIPTION:

Appointment of April Hansen as Director of Admissions at annual salary of $48,000. Current budget is $45,432. Additional salary dollars are needed to fill position at more appropriate compensation level.

FINANCIAL IMPLICATIONS:

Additional $2,568 transferred from budget lines 54800-01-1 and 54800-21-0 within the Admissions Office operating budget.

RECOMMENDATION:

President Farley recommends the Board of Regents approve the appointment of Ms. Hansen at an annual salary of $48,000.

____________ __________________

(date) Jerry B. Farley, President

Agenda Item No. V. B. 3. a.

Washburn University Board of Regents

SUBJECT: Depository Security Transactions

DESCRIPTION: Following is a list of the depository security transactions that have occurred.

With Kaw Valley State Bank

Added 8-6-98

3133M2P68 $1,000,000

6.275 FHLB 98-03 KP

Maturity Date 7-28-03

313395V93 $500,000

7.03 FHLB 99-04 DU

Maturity Date 3-19-04

Added 8-6-98/Released 8-20-98

3133M3EX9 $1,000,000

6.39 FHLB 98-03 NH

Maturity Date 8-20-03

Added 8-6-98/Released 8-28-98

31359CCG8 $1,000,000

6.05 FNSM 98-01 L

Maturity Date 3-12-01

Added 8-18-98/Released 9-16-98

3133M3TF2 $1,000,000

6.01 FHLB 98-00 53

Maturity Date 9-18-00

Added 8-25-98

3133M4JT1 $500,000

6.06 FHLB 99-02 I3

Maturity Date 12-03-02

3134A2HZ4 $500,000

6.00 MCDB 99-03 L

Maturity Date 12-17-03

Released 9-22-98

3134A0MM1 $500,000

FHLMC

Maturity 9-30-05

With Mercantile Bank

Added 8-19-98

31364FT84 $1,000,000

6.10 FNNT D 00-03

Maturity Date 6-26-03

Released 8-20-98

593312CL3 $70,000

MIAMI CNTY KS USD #416 B/Q

Maturity Date 9-1-99

522364EJ3 $100,000

LEAWOOD KS IMPT B/Q

Maturity Date 9-1-99

With Capital City Bank

Added 9-22-98

259133BM7 $200,000

DOUGLAS CO. KS USD #348

Maturity Date 9-1-05

033636BR1 $220,000

ANDERSON CO KS USD #348

Maturity Date 3-1-06

481502TB8 $200,000

JUNCTION CITY KANSAS

Maturity Date 9-1-02

481502TA0 $200,000

JUNCTION CITY KANSAS

Maturity Date 9-1-01

FINANCIAL IMPLICATIONS: The Treasurer believes the University deposits are properly secured. See note on 9-15-82 agenda item VI.J.

RECOMMENDATION: President Farley recommends approval by the Board of Regents of the Treasurer's Report that the University funds are properly secured.

_____________ __________________

(date) Jerry B. Farley, President

Agenda Item No. V. B. 3. b.

Washburn University Board of Regents

SUBJECT: Liquidated Claims Approval - August 1998

DESCRIPTION: Attached is the list of claims processed for the month of August, 1998 by fund. Following is a summary of all claims by fund. The payroll claims will be presented to the Board of Regents for review at the October 17, 1998 meeting through the Chairperson.

To the best of my information and belief, I certify that the liquidated claims submitted in this transmittal are in compliance with all applicable laws and University policies.

_______________________________

JOHN A. MOORE, JR. Date

1.

General Fund ($3,700,000 in public fund investments via wire transfer)*

$ 6,558,497.80

2.

Debt Retirement & Construction Fund

-0-

3.

Building and Construction Fund ($250,000 in public fund investments via wire transfer)*

299,931.29

4.

Endowment Fund

-0-

5.

Student Loan Fund

4,294.00

6.

Employee Benefit Contribution Fund

-0-

7.

Liability Expense Fund

5,000.00

8.

Restricted and Agency Fund ($500,000 in public fund investments via wire transfer)*

309,749.40

9.

Plant Fund

-0-

13.

Government and Research Fund

66,474.91

Sub-Total

7,243,947.49

Payroll

1,976,629.03

Payroll Withholding ACH Transactions

1,033,675.31

*Wire Transfers (Investments)

4,450,000.00

**Wire Transfers (Bond Payment to State)

-0-

Total

$14,704,251.74

===========

__________________ ______________________________

(date) Jerry B. Farley, President

Agenda Item No. V. B. 3. c.

Washburn University Board of Regents

SUBJECT: Liquidated Claims Approval - September 1998

DESCRIPTION: Attached is the list of claims processed for the month of September, 1998 by fund. Following is a summary of all claims by fund. The payroll claims will be presented to the Board of Regents for review at the October 17, 1998 meeting through the Chairperson.

To the best of my information and belief, I certify that the liquidated claims submitted in this transmittal are in compliance with all applicable laws and University policies.

_______________________________

JOHN A. MOORE, JR. Date

1.

General Fund ($2,150,000 in public fund investments via wire transfer)*

$3,211,346.68

2.

Debt Retirement & Construction Fund ($130,000 in public fund investments via wire transfer)*

-0-

3.

Building and Construction Fund ($100,000 in public fund investments via wire transfer)*

149,841.31

4.

Endowment Fund

-0-

5.

Student Loan Fund

1,791.00

6.

Employee Benefit Contribution Fund

-0-

7.

Liability Expense Fund

-0-

8.

Restricted and Agency Fund ($425,000 in public fund investments via wire transfer)*

190,379.00

9.

Plant Fund

-0-

13.

Government and Research Fund

297,820.05

Sub-Total

3,851,178.04

Payroll

2,061,848.82

Payroll Withholding ACH Transactions

584,048.94

*Wire Transfers (Investments)

2,805,000.00

**Wire Transfers (Bond Payment to State)

-0-

Total

$9,302,075.80

==========

__________________ __________________________

(date) Jerry B. Farley, President

Agenda Item No. V. B. 3. d.

Washburn University Board of Regents

SUBJECT: Public Fund Investments

DESCRIPTION:

The Treasurer reports the following public fund investments:

Amount

Investment Period

Public Fund Rates

Wall Street Journal Rates

T-Bill Rate

Successful Bidder

Rate

$130,000

365 days

N/A

5.42%

4.94%

Mercantile

5.35%

$175,000

290 days

N/A

5.42%

4.94%

Mercantile

5.31%

$550,000

192 days

N/A

5.41%

4.94%

Mercantile

5.26%

$800,000

184 days

5.28%

N/A

N/A

Capital City

5.35%

Bids for investment of the University's public funds are solicited from area financial institutions in accordance with University policy and in conformance with State law regarding public fund investment (K.S.A. 9-1401 et. seq.)

FINANCIAL IMPLICATIONS:

This investment will generate the following interest income at maturity:

General Fund

$36,793.86

Debt Retirement Fund

$ 6,955.00

Agency Fund

$ 7,383.08

Total

$51,131.94

RECOMMENDATION:

President Farley recommends approval by the Board of Regents of the Public Fund Investments reported in the description above.

___________ __________________

(date) Jerry B. Farley, President

Agenda Item No. V. C. 1.

Washburn University Board of Regents

SUBJECT: Quarterly Financial Report

DESCRIPTION:

In prior years, the Board of Regents received two Budget Status Reports for the General Fund each year, one after the Fall enrollment and one after Spring enrollment. This is being replaced by three Quarterly Financial Reports, given in October (for September 30), January (for December 31), and April (March 31). The June 30 Quarterly Report will be omitted, as the Board will receive the Treasurer's Annual Financial Report in September.

Each Quarterly Report will be given to members as a pass-out item, as it will not be possible to complete the reports by the agenda deadline.

______________ _________________

(date) Jerry B. Farley, President


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