Introduction to Finance & Human

Resources in Student Affairs &

Academic Support

Fall 2017 GA Orientation

Stacey BradleySenior Associate Vice President

Division of Student Affairs & Academic Support

Student Affairs and Academic

Support Organization

• Student Affairs & Academic Support has been one

integrated division since a reorganization of the Provost

Office in 2006 - 2007

– Units such as the Registrar, TRIO, Pre-Professional

Advising, University 101 and the NRC were added

• The organizational structure provides a clear and defined

link to the Provost Office and strengthens the

relationship between student services and academics

• Provide access

• Facilitate students’ progress & persistence

• Advance learning

• Shape responsible citizens & future leaders

Student Affairs & Academic Support

Core Functions

Central Office

Scott Verzyl

Associate Vice President for

Enrollment Management

Career Center Financial Aid

New Student Orientation

Registrar

Retention Assessment &

Planning

TRIO

Undergraduate Admissions

Visitor Center

Gene Luna

Associate Vice President for Housing & Student Development

Associated Learning

Communities

Disability Services

Health Services Housing

Student Conduct and

Academic Integrity

Student Success Center

Sustainability

Anna Edwards

Interim Associate Vice President for Student Life

Campus Recreation

Student Government

Communication and Events

Student Media

Student ServicesMulticultural

Student Affairs

Russell House University Union

Stacey Bradley

Senior Associate Vice President for Student Affairs and Academic Support

University 101National Resource Center for

FYE & SIT

Division Finances

• Student Affairs & Academic Support has

an annual operating budget of

approximately $102 million in recurring

funds

– We have numerous funding sources with

various levels of procurement restrictions

Division Finances

• Housing and Health Services, our largest

auxiliaries, generate 56% of the total

resources in the division

– Auxiliaries are self-supporting areas that

operate as separate business units within the

University

• Known as “B” funds, these areas generate their

own fees, maintain their own facilities, issue debt

supported by their own revenue streams, etc.

Division Finances

• Tuition and state appropriations make up approx. 27% of the Division’s overall operating budget

– Areas supported centrally by tuition are called “A” fund units

• Examples include the Enrollment Management departments, U101, the Student Success Center, and Disability Services

– Some of these “A” funded units are also supported by transfers from fee-funded areas

Division Finances

• Student Activity Fees, known as “D” funds

comprise about 7% of the resources in

Student Affairs & Academic Support

– Historically, these funds had the least

procurement restrictions since they were viewed

by the state as students spending their own

money.

– But since the student activity fee is part of tuition,

the level of flexibility is changing. Accountability

is critical.

Division Finances

• The Division also has “E” funds, revenue generating funds that comprise approximately 9% of our budget

– “E” funds are self-sustaining functions, but not entire units like auxiliaries

– Career Fairs, Student Orientation, and conferences held by the National Resource Center for the First-Year Experience are examples of activities that are intended to generate revenue to support their particular event’s operations…but they are events and do not maintain buildings, issue debt, etc. like auxiliaries

Division Finances

• Grant funds comprise approx. 1.5% of the

overall Division operating budget

– These accounts are typically known as “F”

funds and are governed by the stipulations in

the grant proposal and award

– Grant funds are highly regulated and

compliance with the proposal and award is

critical

University Budget for

2017 - 2018

• State appropriations comprise 9.6% of USC

Columbia overall budget

– Tuition and fees comprise 49.3%

– Auxiliary enterprises comprise 17.2%

– Grants, contracts and gifts comprise 20.8%

– Sales and service activities (not auxiliary) 3.1%

• At the end of FY08

– State appropriations comprised 21%

– Tuition and fees comprised 36%

University Budget Summary

• The University has shifted from a state supported model

to a net tuition model

– Enrollment and retention drive financial model

• While we continue to have the moral obligation to

intentionally support the success of each student, it is

now also critical for our financial stability.

Division Financial Status

– University engaged in a 3% strategic

reallocation for 2017-2018

• Focus is on academic excellence

– Division received additional $900,000 for 2017-

2018 to manage enrollment growth

– Institution continues to invest in division

services due to demonstrated contributions to

student success

Division Financial Status

– Fee based areas have survived due to

enrollment growth

• Increasing trend for auxiliary units to contribute

back to academic mission

• Pressure to contain tuition and fee increases

– Over 6 years added approximately 3,000

undergrads – growth of over 13%

Areas that Received New Institutional Funding

FY10 - FY18

Department/Area Funding Focus

Undergraduate Admissions $3,189,300 Recruitment

Student Success Center $1,033,803 Retention, Graduation

Career Center $652,860 Employability, Placement

Registrar $761,000 Retention, Graduation

Financial Aid $672,044 Recruitment, Retention, Graduation

U101 $463,500 Retention, Graduation

Disability Services $565,292 Retention, Graduation

Title IX Compliance $150,000 Retention, Compliance

Retention Assessment & Planning $200,000 Retention, Graduation

EAB Student Success Collaborative $330,000 Retention, Graduation, Employability

Student Conduct $100,000 Retention, Graduation

Multicultural, Service Learning, and

Leadership Programs $166,800 Retention, Graduation, Employability

Visitor Center $148,300 Recruitment

Capstone Scholars Program $48,507 Recruitment

TRIO $44,000 Retention, Graduation

Total FY10-FY18 $8,525,406

* Does not include $900,000 of enrollment growth funding currently being allocated

Division of Student Affairs & Academic Support

Fees Imbedded in Tuition

Fee FY10 FY17% Change FY10-FY17

Campus Activity $3,568,505 $5,089,476 42.62%

Wellness $2,975,917 $5,003,132 68.12%

StudentHealth $7,499,477 $11,083,563 47.79%

Enrollment growth and designated increases for specific initiatives

Housing

Undergraduate Room Fees

Weighted Average Increase

FY10 FY11 FY12 FY13 FY14 FY15 FY16 FY17

4.5% 2% 3.8% 4.9% 6% 3.75% 4.5% 3.79%

Addressing inflationary costs and specific initiatives

Financial Responsibility

– Tremendous responsibility to be good

stewards of ALL funds

– We must demonstrate accountability,

effectiveness and sound judgment

– Institution will only invest in activities where

return on investment is evident

Professional Responsibility

• Laws and Regulations:

– You don’t have to be an expert regarding

FERPA, HIPAA, ADA, Title IX, FLSA

– MUST be aware of laws/regs and know where

to refer issues

• University Policies & Procedures:

– Familiarize yourself with University policies

and take your responsibility seriously

Professional Responsibility

• FERPA

– Registrar’s website: http://registrar.sc.edu/html/ferpa/ferpa1.stm

• Definition of educational records

• Examples of directory information

• How to avoid FERPA violations

• FERPA quiz

• HIPAA

– Student Health Services site : http://www.sa.sc.edu/shs/hipaa/

• Targeted to students but explains our responsibility

Professional Responsibility

• ADA

– Student Disability Resource Center:

http://www.sa.sc.edu/sds/accessibility/

• Web accessibility checklist and links

• Title IX

– Mandated reporting for sexual assault, harassment,

discrimination

– www.sc.edu/stopsexualassault and Office of Equal Opportunity

Programs

Data Security – Simple Tips

1. AVOID PERSONAL WEB BROWSING.

This puts any data you handle at higher risk. Even a normally

trustworthy website can unknowingly spread a computer virus.

2. DO NOT GIVE YOUR USC PASSWORD TO ANYONE!

Don’t even share it with coworkers, your supervisor, or a

computer technician. Faculty and staff have been tricked by fake

email notices and fake login web pages.

3. AVOID PERSONAL SOFTWARE AND DATA.

Obtain the approval of your supervisor or IT support staff before

placing personal software or data on your business computer. Every

software package has security bugs.

4. PROTECT SENSITIVE DATA (SSNs, grades, financial info, medical info)

Do not send sensitive data through email.

Only retain sensitive data for as long as is truly required to

perform your job functions.

In Summary

• Change is the new normal – flexibility and patience will serve you well

• You are an investment – take advantage of opportunities, ask questions