fiscal year 2018 accomplishments fiscal year …...president thomas chief of staff paul schlag kerry...

PRESIDENT’S OFFICE

ALUMNI PROGRAMS

ATHLETICS

BUDGET OFFICE

EQUAL OPPORTUNITY AND ACCESS

GOVERNMENTAL RELATIONS

INTERNAL AUDITING

INSTITUTIONAL RESEARCH AND PLANNING

OFFICE OF GENERAL COUNSEL

Fiscal Year 2018 Accomplishments Fiscal Year 2019 Plans

President ThomasChief of Staff Paul Schlag

Kerry McBrideSara Payne

Student WorkersCaleb Camp, Michael Cross, and Nashuba Hudson

Fiscal Year 2018 Accomplishments Fiscal Year 2019 Plans

Assisted with budget, compliance, and reporting requirements of the Illinois State governing bodies (IBHE, IL Audit Commission, State legislature)

Developed, implemented, and monitored the Strategic Plan of the University

Supported WIU Board of Trustees

Ensured policies and procedures were developed, implemented, and monitored for efficient and effective control over State and University resources

Assisted the President and the members of the President’s Leadership Team

Scheduled President’s Roundtable meetings for faculty, staff, and students

All Areas of the University are Responsible for Contributing to the President’s Executive Institute (PEI)

◦ Hosted PEI Press Conferences in June 2017 and February 2018 on both campuses to discuss advancement of University and PEI goals and priorities

◦ Reassigned a Development Office to work in Business Engagement and Outreach

◦ Engaged External Organizations by earning new appointments to 1 Board

◦ Received $100,000 from the Steans Foundation to support the recruitment and retention of students

◦ Received Board of Trustees approval to offer federal Tuition Assistance to active duty military students

◦ Promoted PEI at 13 alumni events statewide and nationally

◦ Highlighted PEI goals, priorities, and accomplishments at the Higher Education Working Group and General Assembly budget testimony

◦ Served on the PEI Steering Team

Support the President, the Board, and WIU:

Support the President, Board of Trustees, and Vice Presidents in governing the University

Coordinate and monitor the President’s schedule.

Coordinate the department allocation and implementation of the fiscal budget and resources of the University

Support the implementation of the Presidential Initiatives and the strategic plan, Higher Values in Higher Education

Support and coordinate the activities of the President’s Executive Institute

Fiscal Year 2018 Accomplishments

Fiscal Year 2019 Plans

Staff: Amy Spelman ‘98, Carrie Van Vleet ‘03, Carrie Lowderman, Kim Stuaan & Beverly Stuckwisch

Graduate Students: Alex Erlandson and Anyssa HiningStudent Employee: Connor Shinberger

Purple & Gold Day Celebration and

The Western Challenge Day of Giving

Hosted P&G Day events and assisted

the Foundation in a record-breaking

year for the Western Challenge …

raised $153,679 in one day!

Events: 70+ alumni and friends-related events;

collaborated with several campus areas (Athletics, Graduate Studies, Campus Recreation, Veterans Affairs, etc.)

Nearly 3,000 registered attendees Signature events: Inaugural Illinois Public Universities Higher

Education Reception Veterans Appreciation Week Activities

including an All-Vets Reunion Homecoming & Reunion 4th straight sell-out for Blackhawks event Continued hosting Western Wednesdays

complimentary socials in Chicago & Quad Cities on 1st Wednesday – over 300 guests so far

Parade Grand Marshall Mike Wagner ‘71

Signature events continued:

Partnered with President’s Executive Institute

to host Alumni Summits seeking input from

alumni about WIU

9 Alumni Travel Abroad Programs

Golf outings in Chicago, Quad Cities, Macomb

HIGHLIGHT: Pregame alumni social followed by

Leathernecks making history with win over

Stanford

Presented the Alumni Achievement Awards:

John A. Elliott Frank E. Rodeffer Scott D. Clarke Jeff L. McElroy David L. Harlow 1965 1961 1981 1997 1982

President Jack Thomas with Marjorie Weston accepting the Honorary Alumni Award for the late C. Don Weston

Steven E. Nelson ‘77 & Margaret W. Wong ‘73

Mayor Mike Inman with Town & Gown recipient Duke Oursler

Distinguished Alumni AwardsMay 12:

Honorary Alumni and Town & Gown Awards:

Near completion of the building phase of Encompass with

iModules, provider of web-based platform for online event

management and email delivery system; will launch July 1, 2018

Managed an Alumni population that has grown from 62,000 in

1990 to 134,926 today (125,733 omitting deceased) with less

staff and lower budget

Maintained Foundation/Alumni database with approximately

130,601 updates

Sent 3,088,631 emails to Alumni and Friends

Ran 531 data retrieval jobs for Alumni Programs and other

departments to assist in communicating with Alumni

Welcomed 484 new members to the Alumni Association last

August, 727 last December; will welcome 1,563 more in May =

2,774 new graduates; 2,774 new alumni to serve

Other marketing efforts:

Mail Western magazine to 120,000 addresses four times a

year; RockeNews enewsletter 12 times per year to 40,000

Affinity partnerships remain the primary funding source for

Alumni programs as state appropriation is down to $14,000

Social Media

Provided up-to-the-minute information &

resources to WIU alumni and friends

on our website and through social media

Presence on 7 social media sites – Facebook: 7,222; Twitter:

2,280 followers; Instagram 245 followers; others include

Flickr, YouTube, LinkedIn and Pinterest

Alumni Council:

Members represented interests of all Alumni Association

members; served as liaisons to 25 University areas;

selected Alumni Award recipients and entertained us all

during the Homecoming parade; assisted in recruiting

students by writing notes to prospective students

Alumni Legacy committee implemented fundraising plan

and launched “Leatherneck Legacy” fundraising program

Alumni Advocacy subcommittee worked with Advocacy

Consortium of Public Illinois Alumni Associations to host

Illinois Public Universities Higher Education Reception

Provided 21 scholarships to children/grandchildren

of alumni

HIRE A NEW ASSISTANT DIR.

Events:

Homecoming/Reunion/Old

Stompin’ Ground run with

EXCITING new changes Sept.

28-29

50-60+ additional events

including away football at U of I

Sept. 8 and ISU Oct. 6

Finalize iModules to serve entire

campus in communicating with

alumni

Complete first year of new fundraising initiatives and

implement the new Leatherneck Legacy program (was

launched first of May)

Further develop and implement the Alumni Advocacy

Program with assistance of the subcommittee of Alumni

Council working with Advocacy Consortium of Public Illinois

Alumni Associations (all 9 public universities Alumni

Directors’ Consortium)

Extend Social Media Strategic Plan to include all new forms

of social media; review effectiveness and make changes;

add social media intern

Extend marketing programs to reach more alumni, utilize

them to recruit more students and extend legislative reach

Request to fill position vacated in 2015 that has not been filled due to budget while we continue to manage an alumni population growing at nearly 3,000 per year, as well as manage the ever-changing social media aspect of the program; 1990 there were 62,000 and today there are 135,000 with less staff

New computers – newest is 5 years old

2017-’18 Year in Review & Future Objectives

Men’s Sports (9) Women’s Sports (10)

Baseball Basketball

Basketball Golf

Football Soccer

Golf Softball

Soccer Swimming & Diving

Swimming & Diving Tennis

Track & Field / Cross Country Track & Field / Cross Country

Volleyball

Participants◦ 349 Student-Athletes: 215 Men (62%) &

134 Women (38%)

Demographics◦ 233 Caucasian (67%)

◦ 70 African-American (20%)

◦ 25 Two or More Races (7%)

◦ 15 Hispanic (4%)

◦ 5 Non-Resident Alien (1%)

◦ 1 Asian (<1%)

Athletics hosts over 100 athletics contests and special events each year, including the Purple & Gold Auction. Athletics will continue to manage and produce high-caliber, Division I athletics events and related programming.

2017 Purple & Gold Auction

Budget Summary

Operating Expenses: $5,247,409

Personnel: $3,266,955

Athletics Scholarships: $3,850,000

Total Operating Budget: $12,364,364*

*Student fees reduced by 8.91% from FY17 to FY18; excludes insurance.

Personnel Summary

28 Coaches

18 Staff / Administrators

33 Graduate Assistants

7 Part-Time / Volunteers

86 Total Staff Members Monyae

WilliamsonNew Asst. AD /

Athletics Communications

Diane WholeyNew Head Coach, Men’s &

Women’s Track & Field / Cross Country

3.122 GPA Cumulative Student-Athlete GPA in Fall 2017. (Fourth Highest on Record)

21 Consecutive Semesters Student-Athlete GPA has exceeded GPA of the University’s student body.

63% of all Student-Athletes earned 3.0 GPA or higher in Fall 2017.

Five Commencement Marshalls and five Departmental Scholars at 2018 Spring Commencement.

Senior Emily Clemens became the program’s all-time leading scorer, and Summit League record holder in career

assists and free throws made.

Women’s Basketball defeats Stanford, the first-ever program victory over a nationally ranked

opponent. Program also competes in a postseason tournament for the third

consecutive season. (WNIT)

Football program qualified for the NCAA FCS Playoffs for the second time in last three seasons, and ranked as

high as #9 in national rankings during the 2017 season.

Jared Elliott named new head football

coach on January 4, 2018.

Defeated FBS opponent, Coastal Carolina, for the

second consecutive win for the program against FBS

teams.

Kobe Webster, Men’s Basketball,

named to 2017-’18 Summit League All-Newcomer Team.

Emily Ira, Softball, named the 2017

Summit League Pitcher of the Year.

Brandon Gilbeck, Men’s Basketball, named the 2017-’18 Summit

League Defensive Player of the Year.

Erica Hagan, Women’s Swimming, wins first program medal at Summit

League Championships in eight years with 3rd

place finish in 100 IM.

Fernando Pacheco - Men’s SoccerFirst Team, CoSIDA Academic All-American

Emily Clemens - Women’s BasketballFirst Team, LOWE’S Senior Class All-American

Brett Taylor - FootballFirst Team, STATS FCS All-AmericanSecond Team, CoSIDA Academic All-American

Jaelon Acklin - FootballSecond Team, STATS FCS All-American

Jacob Judd - FootballFirst Team, CoSIDA Academic All-AmericanThird Team, STATS FCS All-American

Khalen Saunders - FootballThird Team, Phil Steele All-American

Continued emphasis on enhancing Athletics’ facilities portfolio, including team locker rooms. Projects funded through the Leatherneck Club and NCAA grant funds.

New Carpet / Men’s Soccer Locker Room

New Carpet / Softball Locker

Room

New Dimensional Graphics in Western Hall South Locker Room Hallway.

28th Annual Purple & Gold Auction raised $55,000, most since 2007.

Don Viar Athletics Endowment created with $25,000 gift from David Viar.

The Leatherneck Club received over 100 gifts, totaling more than $12,000, during the Western Challenge on April 24, 2018.

Awarded nearly $65,000 in endowed athletics scholarships during 2017-18. Scholarship

recipients recognized at halftime of basketball game with donors.

The Leatherneck Club, Athletics’ Annual Fund, continues to operate at a high level, recording its 2nd highest membership in the last 19 years during FY17, featuring 726 members totaling $362,000. The fund continues to directly support and enhance the experience of all student-athletes and sport programs.

The department’s redesigned website, www.GoLeathernecks.com, received over 3.6 million unique views since August 2017, and offers live streaming of athletics contests.

http://www.goleathernecks.com/

Leatherneck Athletics continues to reach a wide and diverse national audience through its website and various

social media platforms.

Since 2015, @WIUAthletics Twitter followers have increased by 95%.

Since 2015, Athletics Facebook followers have increased by 51%.

Since 2015, Athletics Instagram followers have increased by 144%.

Continued emphasis on student-athlete leadership and personal, professional development programs to ensure student-athletes are equipped to succeed in and out of the classroom.

Yoga at Women Empowering (W.E.) Event

Senior Student-Athlete Mock Interviews

Social Media Education at Captain’s Breakfast

Leatherneck Athletics competes in two highly competitive Division I athletics conferences in the Summit League and Missouri Valley Football Conference, respectively. Each of the aforementioned areas must continue to grow to support the highest quality experience for our student-athletes.

Planned and Coordinated Western Illinois University’s Annual Operating and Capital Budget

FY18 Budget Allocations for Appropriated, AFS Funds, University Services and Athletics.

FY19 Operating Budget and Capital Request WIU Board of Trustees Illinois Board of Higher Education – RAMP Governor’s Office of Management and Budget Illinois State Legislature

Monitored expenditures due to budget constraints.

Monitored personnel requests to determine need and available university resources due to reduced revenue.

Assisted the campus leadership in making financial and personnel decisions for the institution.

Developed tuition and fee models for recommendations for next fiscal year.

Develop plans to assist those accounts/entities that have negative cash balances.

Develop and plan for any budget reductions.

Continue to evaluate and find recommendations regarding fees for on-line credit hours.

Be active participants in the planning for a new ERP system.

Continued to provide overall support and training for the search process and online hiring management and applicant tracking system

Provided search support and monitoring for 83 faculty and administrative positions (76 external, 7 internal)

Reviewed and processed 163 requisitions for faculty and administrative positions (promotions, rehires and waivers)

Workforce Diversity – New Hires

Assisted in the hiring of faculty and administrative positions which included the hire of 11 individuals from underrepresented groups.

Facultyo 4 Asiano 2 Black/African Americano 2 Hispanico 2 Othero 1 2 or more

Partnered with Student Judicial Programs to provide hearing board members with the state required 10 hours of annual training on sexual violence.

Partnered with the Disability Resource Center to provide a “Best Practices for Inclusion & Non Discrimination” workshop for new faculty and administrators.

Created and implemented MOU with Spoon River College to assist with addressing reporting and investigation in instances involving a SRC student or a student simultaneously enrolled at WIU and SRC

Assisted Interpersonal Violence Prevention Programming Subcommittee with mirroring FY17 Sexual Assault Awareness Month (SAAM) Campaign which included the distribution of sexual assault awareness posters and a sexual consent photo display featuring current WIU students

Successfully transitioned to new training provider for required annual training for faculty, staff, and students.

Provided face-to-face Title IX and diversity trainings (8 in the fall, 2 in the spring) for Greek organizations, University Judicial Board, U100 and other classes

Successfully completed annual compliance reports

Affirmative Action Update

African-American, Asian, and Hispanic Employment Plans

Agency Workforce Report

Annual Human Relations Report 110 ILCS (TITLE IX)

Illinois State Legislature (ISL) Report

Underrepresented Groups Report

Reviewed 84 Title IX implicated complaints and 29 non-Title IX Implicated cases

Investigated 12 allegations of discrimination and/or harassment involving student Respondents and 5 allegations of discrimination and/or harassment involving employee Respondents. In addition, 5 investigations involving student respondents and 5 investigations involving employee respondents are in process at this time.

Coordinated 6 employee ADA accommodations and 3 student pregnancy accommodations

Hire new director who will transition and establish future vision for the Office of Equal Opportunity and Access

Continue analysis of the 11 program components for equity in Athletics

Work with University Diversity Committee to analyze data from Campus Climate Survey

Continue to work on a partnership with campus departments (UHDS, SDO, Admissions, etc.) to create/facilitate a Title IX information session for orientation programs for incoming freshmen, transfer, and possibly graduate students.

➢ Served as the governmental liaison for Western Illinois University

➢ Negotiated and sought support for the University; promoted current and future practices and programs; and facilitated exchange of information internally and externally

➢ At State level, interacted with Illinois Constitutional Officers, members of the General Assembly, state agencies, the IL Board of Higher Education, and other constituency groups to advocate for WIU

➢ Arranged campus tours for interested legislatures

and staff

➢ Interacted with federal and local government

agencies and officials, and with individuals

representing other Illinois educational institutions

➢ Provided legislative updates to University

Leadership and Board of Trustees

➢ Informed departments of relevant legislation

➢ WIU Legislative Reception in Springfield

➢ Continue to develop relationships with

members of the General Assembly, Illinois’

Constitutional Officers, Congressional

delegation, and other constituencies

➢ Continue to update the campus on

legislation affecting Western Illinois

University and IL public higher education

Completed the WIU Cost Analysis and other ad hoc

research analyses for the Student Cost Task Force.

Developed an early at-risk retention prediction model

and other ad hoc enrollment, retention and

graduation analyses for various University

committees.

Administered the nine-year out baccalaureate degree

survey to undergraduates who graduated in the Class

of 2009.

External Accountability Reporting:

Integrated Postsecondary Education Data Systems (IPEDS)

Illinois Board of Higher Education (IBHE)

Illinois State Board of Education (ISBE)

Illinois Higher Education Institutional Data System (IHEIS)

Postsecondary Education Data System (PEDS)

External Reporting Continued:

Faculty and Administrative Salary Studies (including AAUP and CUPA)

Common Data Set

Military Friendly and Military Times Best for Vets

NCAA Graduation Report

U.S. News & World Report, Princeton Review & various other surveys (e.g., ACT, College Board, etc.)

Internal Reporting:

Academic Productivity Measures

Academic Program Review

Alumni Survey

Discipline Cost Studies

Enrollment/Graduation/Retention Reports

Fact Book and Fast Facts

National Survey of Student Engagement

Student Credit Hour Production

UPI Faculty Salary Analysis

Service On:

Council of Administrative Personnel (COAP)

Enrollment Management Team

HLC Academy on Student Persistence and Completion committees: Steering Team, Data Team, and the Macomb Team

Illinois Board of Higher Education Data Advisory Committee

IT Governance: Administrative Alliance & Executive Committee

Planning (Social Responsibility) Task Force

Student Cost Task Force

Continue to provide enrollment, retention, and graduation analyses to assist with recruitment and retention efforts.

Analyze baccalaureate degree survey data, and provide results to campus community.

Continue to provide the University with the research to support and advance the University Strategic Plan and decision making processes.

During audit planning process met with key constituents in the University to develop a dynamic, risk-based audit plan that incorporates significant risks and compliance needs.

Reviewed and monitored all IT projects to determine potential audit requirements.

Provided assurance and consulting services for the Quad Cities campus, major technology implementations, and the WIU Foundation to assist management in establishing procedures and reducing risk.

Revised and updated outdated FCIAA questionnaires to assist management in their completion of the FCIAA certification process. Completed the FCIAA certification for FY 2018 in April 2018.

Monitored the FY 2017 external audit and assisted management in preparing audit responses. Worked with the Audit Committee to ensure concerns were resolved and results provided in a timely manner.

Updated and presented the Internal Audit Charter to Board of Trustees for approval.

Completed report of FY 2017 internal audit activities by September 30th as required by the Fiscal Control and Internal Auditing Act.

Passed 5 year quality assurance review showing that the department complies with professional and statutory requirements.

Have completed or started four audits and several unplanned investigations in accordance with the approved internal audit plan and audit charter.

Participated in an advisory capacity on several University committees.

Staffing and Professional Development:

Continued training and professional development of internal

audit staff member in FY 2018.

Each staff member earned over 40 hours of Continuing

Professional Education, which exceeded State of Illinois

requirements.

Provide educational opportunities for a graduate accounting

student for the upcoming summer.

Met with various departments and leadership committees to

develop positive relationships and promote the services that

the WIU Office of Internal Auditing provides.

FY 2018 Cost Savings and Future Budget Reductions:

The Director of Internal Auditing participated in

the FY 2018 furlough program resulting in

personnel expense savings.

Forgone annual, professional internal audit

conference.

Develop a two-year, risk-based internal audit plan

with input from management and other key

stakeholders.

Provide advisory services for the Risk Advisory

Group, assist with enterprise risk management

initiative, and ensure that a risk-based audit plan

is developed that incorporates significant risks

and compliance needs.

Ensure communication of University’s Fraud Policy

to raise awareness.

Add value and provide guidance to cross-functional

committees, and provide support to development and

implementation teams as necessary. Make

recommendations to improve or change processes to

ensure adequate controls are in place and are feasible

to implement.

Oversee and communicate the results of external

audits to the Board of Trustees Audit Committee, and

facilitate meetings between Audit Committee members

and senior leadership to discuss audit results, key

concerns, and action plans for resolving issues.

Ensure completion of annual report of FY 2018 internal

audit activities by September 30th as required by the

Fiscal Control and Internal Auditing Act.

Assist management by coordinating completion of FCIAA

certification for the University and the Foundation.

Provide audit services for the Quad Cities campus, major

technology implementations, and WIU Foundation.

Perform internal investigations relating to potential

fraud, misappropriation of assets, or misuse of funds.

Update the internal audit charter, policies,

procedures, and departmental manual to reflect

changes in internal audit operations and to

continue to improve operational efficiencies by

standardizing processes.

Serve on IT Governance Committee as a project

reviewer.

Complete internal assessments as required by

the IIA Standards to evaluate and ensure

compliance with the IIA Standards and Code of

Ethics.

Staffing and Professional Development:

Continue to ensure professional development of internal audit staff

member.

Meet or exceed State of Illinois mandated continuing education

requirements through low cost, budget saving opportunities.

Provide hands-on learning opportunities for WIU students through

internship and student employment opportunities if funding is

available.

Work collaboratively with departments and leadership committees

to develop positive relationships and promote the services that the

WIU Office of Internal Auditing provides.

Continue to implement the full functionality of the

electronic work paper application to improve

efficiency and reduce paper-related printing costs.

Increase usage of data analysis software to

provide broader audit coverage.

Invest in internal audit related technologies as

funding is available to improve the efficiency of

operations.

Base operating budget increase of $1,905 to cover continuing education and operational needs. (Should funding be available)

Represented the University in all legal matters

Managed external counsel

Advised the executive administration and Board of Trustees regarding legal matters and compliance

Managed the University's compliance with the Freedom of Information Act (FOIA) and executed appropriate and timely responses

The General Counsel served as the University Ethics Officer

Served as liaison between the University and the Office of Executive Inspector General and the Attorney General’s Office

Worked with external counsel and all stakeholders in matters of negotiations and arbitrations

Drafted and reviewed all contracts concerning the University on a wide range of issues, including employment, real estate and leases, procurement, construction, and insurance

Managed all employment immigration matters within the Office of General Counsel; hosted seminar on employment related work visas and DACA

In conjunction with the Provost, successfully processed all employment visas as needed for faculty and staff at the University

Continually reviewed all external legal counsel services to ensure quality service and sound fiscal management, making changes where necessary

Advised and assisted departments responsible for compliance and employment matters

Provided consulting and oversight related to the administration of the State of Illinois mandatory Ethics Training

Continued to implement new office procedures and systems to help track and streamline processes

Partnered with the Office of Equal Opportunity and Access to provide assistance on campus

Continue to provide effective advocacy and support for the University

Provide more robust training where needed

Expand communication through new email account for the Office of General Counsel

Continue to streamline external counsel

Update the Office of General Counsel main web site

fiscal year 2018 accomplishments fiscal year …...president thomas chief of staff paul schlag kerry...

Documents