ADMINISTRATIVE SERVICES ANNUAL REPORT FY 2011-12

ADMINISTRATIVE
SERVICES
ANNUAL REPORT
FY 2011-12
Ms. Nancy Kinsey
Vice President of Administrative Services
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ADMINISTRATIVE SERVICES
ACCOMPLISHMENT HIGHLIGHTS
FY 2011-12
INSTITUTIONAL EFFECTIVENESS (Planning, Grants, Assessment, and Institutional
Research

Three Institutional Planning meetings were held with over 80 participants taking
part in one or more of the meetings. Results collected at the October meeting
indicated that 100% of participants believe that the meetings are well organized,
that they understand the planning process and that they are welcome to
contribute their opinions.

A successful Quality Checkup visit was coordinated and completed in
collaboration with the Deans of Arts and Sciences and Enrollment Management.

CurricUNET just announced the development of CurricUNET “Meta.” It refers to
the new, hierarchical infrastructure of the core database, creating a virtual metadatabase for curriculum. With the addition of a new, real-time Screen Builder, it
thus allows any institution to edit web screens and data content via onscreen
drag and drop edits. Coupled with an improved Workflow Builder, it will provide
unparalleled flexibility to update the system as desired with minimal
programming.

The IE staff oversees the process of all new courses and programs being
submitted to ICCB while assisting the Offices of Career and Technical Education
and Arts and Sciences on the curriculum submissions.

Longitudinal Data System is in its second year. July 2011, the Illinois Higher
Education Consortium Governing Board (IHEC) was formally established. The
Longitudinal Data System is a data warehouse system to link higher education
student unit records with early learning, elementary, and secondary school
student unit records. The P‐ 20 longitudinal system plans to be in place by June
30, 2013.

Approximately 188 reports were prepared and placed on file in the IE office
during FY 2011-12 in response to internal departmental requests for
data/information.
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
The Assessment Coordinator implemented an improved online reporting tool with
IT’s assistance; this facilitates easier assessment report submission, better
analysis of assessment plans and connection to general education objectives.

The Grants Facilitator remained in a leadership role in the College’s Season of
Entertainment initiative and it’s Guest Artists & Speakers Series during the year.
Collaborative efforts with area arts institutions and schools are ongoing in the
current year and the Season of Entertainment continues to make strides in
coordinating and marketing all of the institution’s fine arts activities.

The Grants Facilitator continued to serve as Project Manager for the KC Fitness
Trail project. Major construction on the trail was completed during the first half of
FY12 with a formal dedication held in May 2012. The Grants Facilitator oversaw
the campaign to raise funds for the project with the campaign goal being met in
June 2012.

Grants Facilitator continues to provide support to faculty and staff in the research
and development of grant proposals. Highlights during the fiscal year include:
o The awarding of a MentorLinks Advancing Technological Education grant
from the American Association of Community Colleges to assist in the
development of a geospatial technology program at Kaskaskia College.
o The submission of an Advanced Technological Education proposal to the
National Science Foundation for a multi-year, $300,000 grant to build
upon the geospatial technology program foundation being established
through the MentorLinks grant.
o The continued development of a dedicated area in the KC Library to serve
students and area residents with special needs. The project, funded by a
grant from the Illinois State Library, included staff training to better serve
library patrons.
o The awarding of a grant from the CHS Foundation on behalf of the
agriculture program that will provide funding for students to attend a state
conference on agriculture industry skills and leadership.
TITLE III STRENGTHENING INSTITUTIONS GRANT

Title III was successful in obtaining a total of $225,500, in Endowment pledges
and therefore completed the five year goal of for the Title III Endowed
Scholarship fund.
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INFORMATION TECHNOLOGY
 Kaskaskia College is the first community college in the State of Illinois to offer
distance learning classes to an Illinois Department of Corrections facility through
the use of video conferencing technology. Using Polycom interactive
teleconferencing systems, the College successfully piloted a Math 101 class with
an instructor physically located at the main campus and 21 students located at
the Correctional Center.
 The Resource 25 room scheduling solution was implemented. R25 integrates
with Colleague to maintain facility synchronization for efficient use of classrooms
and other common areas. The new system has many features and
enhancements including online space requests, searching capabilities, calendar
views, and workflow processing.
 For the first time, the College was able to broadcast live video streaming of the
2012 Graduation commencement to the web. During the live commencement,
the website was watched by over 525 public viewers. Afterwards, a link to the
recorded event was made available for several weeks, resulting in an additional
180 viewers accessing the recorded event.
 The IT Department is currently replacing the College’s core network servers with
new, leading-edge technology that provides virtualization at the hardware level.
Using blade server architecture, the solution also provides high performance
levels, redundancy to ensure against system failure, and high scalability to create
additional virtual environments as the systems needs of the College continues to
grow in the future.
 The BTOP project is on schedule, and the College anticipates the new 100Mb
fiber connection to Clearwave sometime in the August - September 2012
timeframe. In addition, the College has negotiated with ICN to provide a 40Mb
Internet pipeline at the Vandalia Campus.
FINANCIAL OPERATIONS (Accounting/Finance, Accounts Payable, Accounts
Receivable, Payroll, Purchasing, the Bookstore, Inventory Control, Culinary
Services, Children’s Learning Center, the Print Shop, the Mailroom, and Internal
Controls.)


Accounts Payable has issued 13,732 checks during the fiscal year.
In FY 2011-12, the Purchasing Office processed 2,975 purchase orders and
completed 66 formal price quotations, 5 bids, and 3 RFPs.
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
The Payroll Department created approximately 4,400 payroll checks and 4,700
direct deposit advices during July 2011 – June 2012.

The Bookstore completed approximately 26,976 transactions for the fiscal year
with sales just over $2,124,000.

Tagging and recording fixed assets, both on and off campus.
o A total of 217 pieces of equipment have been tagged with numeric tags on
the main campus and in the Education Centers.
o A total of 1,520 items have been tagged with blue “property of” tags on the
main campus and in the Education Centers.
o 1,205 pieces of equipment have been identified for inclusion in the Colleague
Fixed Asset Module.
 The following table details the Children’s Learning Center’s enrollment:
Semester
Beginning
Enrollment
Ending
Enrollment
Summer 2011
45
47
Fall 2011
60
56
Spring 2012
52
43

The Mailroom processed 169,088 pieces of outgoing mail and 63 bulk mailings.
Incoming freight processed for the fiscal year was 4,443 pieces, which
represents an increase of 1,347 packages from the previous year. Also, this year
the Mailroom partnership with UPS has saved KC $3,500 in shipping costs.

The Print Shop continues to serve faculty and staff with printing needs. During
the period of July 1, 2011 through June 30, 2012, the Print Shop completed
6,663 job tickets. Print Shop sales for the same period were $275,220.

The Cafeteria underwent two surprise inspections by the Clinton County Health
Department. The Cafeteria received a score of 99 after the first inspection in
December 2011. The second inspection was conducted in June 2012 resulting in
a score of 100.
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
The Catering Department provided catering for 505 events with a total
attendance of 16,352 guests in FY 2011-12.
SAFETY AND SECURITY

The department assisted students, employees, and visitors with 27 vehicle
unlocks, 33 jumpstarts, and several lost and found items.

Officers completed their annual CPR/AED training.

The Annual Campus Security Report was revised in order to maintain
compliance with State/Federal Regulations.

Developed and implemented a new system for keeping the College fleet
maintained, inspected, and detailed.

Officers assisted with the yearly inspection of the fire safety equipment located
on campus as well as those at the Education Centers, the Crisp Technology
Building and the Workforce Center.
PHYSICAL PLANT

Building and Grounds Staff worked in conjunction with numerous local,
community, and regional entities to provide facilities and services for a wide
variety of programs and functions. This effort continues to ensure the College’s
place as a premier educational, technical, and cultural provider of opportunities
for the residents of Community College District 501. During FY 2011-12, a total
of 45,261 students, staff, faculty, and patrons of the College were served through
program set-ups by Building and Grounds Staff.

Office and classroom renovations are occurring in ST/Annex and AD 118
buildings as vacancies occur and time permits. Such activity will be ongoing until
progress is complete throughout all the older buildings.

Tree care of the newest plantings commenced in the Fall. The ground covering
within a 30” diameter of the trees was removed and replaced with high energy
compost and mulch for sufficient food and water intake.

Continuation in Tree Campus USA was applied for with extended emphasis on
flowers and shrubbery. Such items will complement the arboretum as well as
beautification of the campus.
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CAPITAL PROJECTS
The following projects were completed in FY 2011-12:
 Renovation of North Biology Lab Phase III
 Renovation of Agriculture Lab
 HVAC Improvements (PHS)


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o Gym Air Handler Replacement
o HB Air Handler Controls
o Zone Pump Replacement
o Heating System Improvements
Water Valve & Fire Hydrant Replacements
Stairwell Renovations Phase I
Auditorium Stage Improvements (curtains and rigging)
HVAC improvements at Crisp Technology Center
RECOGNITION VISIT (ICCB)

ICCB does a combination site visit/desk review for each community college on a
staggered five-year schedule. KC was up for such a visit in FY 2011-12. The
overall review covers all aspects of the College; however, the site visit focuses
the College’s finances, recordkeeping, and reporting as related to credit hour
claims, purchasing, audits and other financial issues.

A team from ICCB visited in June 2012 and reviewed KC’s credit hour claim
reports for the past six years including monitoring claims for reimbursement and
equalization based on attendance at midterm, residency and repeated courses.
They carefully examined College policies and procedures for accurately
preparing these reports and found NOTHING wrong with the policies or the
manner in which they are being administered; there was not even a
recommendation for improvement!

The other areas most closely evaluated were purchasing and the awarding of
contracts. Policies were reviewed and crosschecks were done between what
was stated in our report files and Board of Trustees’ meeting minutes. One of
the ICCB visitors went down to KC’s purchasing office and randomly pulled files
back to FY 2009 and followed the process and paperwork trail from bid to
contract being awarded. Once again, NOTHING wrong! They could not have
been more impressed with Kaskaskia College; this is a result of the outstanding
teamwork practiced daily within Administrative Services and throughout the
College.
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
The visit is just one part of the overall report for Kaskaskia College, but these
areas were so important ICCB wants to check them face-to-face. Other areas
are currently under review in Springfield with the materials compiled and
submitted along with a Self Study for Kaskaskia College. The final report will be
received from ICCB late summer or early fall 2012. KC administration will have
an opportunity to respond to any findings or recommendations.
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ADMINISTRATIVE SERVICES
DEPARTMENTAL REPORTS
FY 2011-12
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INSTITUTIONAL EFFECTIVENESS
(PLANNING, GRANTS, ASSESSMENT)
AND INSTITUTIONAL RESEARCH)
ANNUAL REPORT – JULY 2012
KEY PERSONNEL
Jeff Ebel, Director of Institutional Effectiveness; Mike Loomis, Grants Facilitator; Aggie
Edwards, Institutional Research Coordinator; Dr. Scott Crothers, Assessment Coordinator
MISSION
Each of the areas within Institutional Effectiveness (IE) has worked throughout FY 2011-12
to serve Kaskaskia College as a dynamic data resource that responds effectively and
professionally to internal and external requests for accurate and timely information to be
used in data-informed decision making, planning, grant development, and assessment.
The Institutional Effectiveness mission is to lead the College in five separate but integrated
functions:
I. developing, updating, and distributing the College’s fifteen-year Strategic Plan and
five-year Institutional Plan;
II. generating and analyzing research data to support perceptive, innovative college-wide
planning, assessment, data-informed decision making, and policy formation to
enhance student learning and facilitate institutional effectiveness;
III. researching, identifying, and disseminating information on federal, state, and private
grant opportunities while facilitating the preparation of related applications to enhance
existing and/or establish new institutional programs or initiatives;
IV. leading assessment and AQIP (Academic Quality Improvement Program) initiatives by
playing a key role in creating an assessment culture on campus and a climate of datainformed decision making, developing, and implementing a campus-wide
assessment/evaluation plan and assisting faculty and staff in the development of
program/departmental assessment plans;
V. ensuring accountability requirements are met and maximum credit hour
reimbursement and equalization is received by accurately preparing and maintaining
the College’s internal and external enrollment, credit hours, personnel, and facilities
reports and providing information to local, state and federal agencies, accreditation
agencies and other stakeholders as required.
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A chart illustrating the diverse functions of Institutional Effectiveness (IE), categorized
within critical areas of performance, is provided below and followed by details on
accomplishments in FY 2011-12.
INSTITUTIONAL EFFECTIVENESS FUNCTIONS
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PLANNING INITIATIVES

Institutional Planning
o Two pre-planning meetings were held. During the first meeting, IE staff met
with the co-facilitators to review their roles and expectations. This proved to
be a valuable meeting and resulted in greater productivity during the three
annual planning meetings. The second pre-planning meeting was attended
by staff and community members that were new additions to the planning
teams for the FY 2013 planning cycle. During this meeting the community
members were familiarized with the planning process at KC. This allowed
them to come to the first planning meeting well prepared and ready to work
with their Commitment Team.
o Three Institutional Planning meetings were held with over 80 participants
taking part in one or more of the meetings. Results collected at the October
meeting indicated that 100% of participants believe that the meetings are well
organized, that they understand the planning process and that they are
welcome to contribute their opinions.
o Several IE staff members participated in the Institutional Planning Process:

Institutional Research Coordinator– Commitment VII Co-facilitator
(During October meeting.)

Assessment Coordinator – Commitment V Team Member

Grants Facilitator – Commitment III Team member

Director – Commitment V Team member
o Final Institutional Plan was approved by the Board of Trustees in March.
o Hard copies of the Institutional Plan were distributed to all full-time faculty and
staff in March 2012.
o The Institutional Effectiveness website was updated with a pdf of the current
Institutional Plan.
o All persons named as a responsible party on the Institutional Plan were
provided with an electronic list of all and only those items for which they are
responsible.
ASSESSMENT

The Assessment Coordinator implemented an improved online reporting tool with
IT’s assistance; this facilitates easier assessment report submission, better analysis
of assessment plans and connection to general education objectives.
o 71 Full-time faculty completed assessment reports for the fall semester.
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o 27 Adjunct faculty completed assessment reports for the fall semester.

The Assessment Coordinator worked extensively with the nursing faculty to develop
a systematic plan for assessment of the Associate’s Degree in Nursing program in
preparation for their accreditation visit in 2014.

The Assessment Coordinator assisted the Grants Facilitator with the drafting of the
assessment section for the National Science Foundation ATE grant in geospatial
technologies.

Assessment Coordinator analyzed the data from MAPP testing to assist in assessing
the general education learning outcomes at KC and convened a committee to
monitor general education assessment in the future and suggested improvement
initiatives.

Assessment Coordinator delivered three professional growth and development
presentations at KC in FY2011-12.

Assessment Coordinator attended the Higher Learning Commission’s Regional
Forum on the New Criteria and Pathways to Accreditation in St. Louis, MO.

Assessment Coordinator provided ongoing assistance to the Enrollment
Management Team through participation on the committee.

The Assessment Coordinator worked with the Agriculture, Horticulture, Nurse
Assistant and Business departments to develop annual program assessment plans.

The Assessment Coordinator worked with the Institutional Effectiveness,
Admissions, Registration, Dual Credit, and Nursing Departments to develop key
performance indicators and assessment plans as part of the institutional assessment
process.

The Assessment Coordinator provided support to program coordinators as part of
the ICCB Program Review process.

The Assessment Coordinator worked with the Welding Program to analyze data
from a Skills USA assessment tool administered to welding students.

The Assessment Coordinator oversaw a job-placement survey of spring and
summer 2011 graduates of career, technical and allied health programs.

The Assessment Coordinator completed CITP 125 – SQL Query Language to better
support the data collection and analysis efforts of the department. Knowledge
gained in this course has been put to use in assisting the Director of Institutional
Effectiveness with the drafting of multiple queries.
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AQIP – ACADEMIC QUALITY IMPROVEMENT PROGRAM

A successful HLC Quality Checkup visit was coordinated and completed in
collaboration with the Deans of Arts and Sciences and Enrollment Management.

Progress is being made in all active Action Projects.
o The Enhancing the Quality Culture Action Project has developed a plan to
define the role of the AQIP Quality Council per that recommendations from
the AQIP Quality Checkup.
o The application for accreditation for online degrees was approved by Higher
Learning Commission.
o Major improvements in processes involving adjunct faculty have taken place
as part of the Adjunct Faculty Enrichment Project including a salary increase
and communication via the CampusNet Portal.

The Assessment Coordinator conducted a full review of the Systems Portfolio in
preparation for the drafting of KC’s second edition due June 2013.

Presentations were made to the Board of Directors and to faculty and staff at
Professional Development Days to keep everyone up-to-date on the AQIP Projects
and timetables.

The Assessment Coordinator developed a complete outline of the second edition of
KC’s Systems Portfolio to facilitate the crafting of the first draft of that document.

The Assessment Coordinator helped the Dean of Arts & Sciences draft the Quality
Highlights report which completed KC’s accreditation file at the Higher Learning
Commission prior to our upcoming reaffirmation of accreditation.

The Assessment Coordinator assisted the Dean of Arts & Sciences and the Dean of
Enrollment Management with the design and reorganization of KC’s quality program
in response to the feedback from the Quality Checkup Visit.
(The Dean of Arts and Sciences’ Semi-Annual Report will provide additional information on
AQIP accomplishments, Ongoing Action Projects and future plans.)
GRANTS RESEARCH AND FACILITATION
The Grants Facilitator continued to conduct research in multiple publications, databases,
and on-line resources to identify federal, state, and private funding opportunities
appropriate to the College’s mission and commitments. In addition, he conducted targeted
research to locate funding for needs specifically identified by faculty and staff. He continued
to monitor professional and government listserves and participated in webinars on an
ongoing basis to collect the latest background information on funding opportunities and
submission procedures. The Grants Facilitator reviewed daily and weekly updates from The
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Chronicle on Education and other periodicals to share information on funding trends and
activities in higher education with members of the administration and faculty.
The Grants Facilitator continued to track and monitor grant activities throughout the
institution to avoid duplicated activities and maximize funding opportunities. He also
provided monthly updates on grant activities to the Board of Trustees.
The Grants Facilitator continued to provide support to faculty and staff in the research and
development of grant proposals. Highlights during FY 2011-12 included:

The awarding of a MentorLinks Advancing Technological Education grant from
the American Association of Community Colleges to assist in the development of
a geospatial technology program at Kaskaskia College.

The submission of an Advanced Technological Education proposal to the
National Science Foundation for a multi-year, $300,000 grant to build upon the
geospatial technology program foundation being established through the
MentorLinks grant. While not initially successful, based on positive comments
from NSF a follow-up application is being developed for submission in fall 2012.

The continued development of a dedicated area in the KC Library to serve
students and area residents with special needs. The project, funded by a grant
from the Illinois State Library, included staff training to better serve library
patrons.

Assistance provided in the submission of an application to the Illinois Board of
Higher Education and subsequent award to maintain funding for KC’s Illinois
Cooperative Work Study Program.

Assistance provided to the Adult Education Department in the development of
proposals for annual state and federal based funding that were, for the first time
in many years, submitted for competitive review. The AED was notified in June
2012 that all applications were successful and would be awarded funding.

Awarding of a grant from the CHS Foundation on behalf of the agriculture
program that will provide funding for students to attend a state conference on
agriculture industry skills and leadership.
FITNESS TRAIL
The Grants Facilitator continued to serve as Project Manager for the KC Fitness Trail
project. Major construction on the trail was completed during the first half of FY 2011-12
with a formal dedication held in April 2012. The Grants Facilitator oversaw the campaign to
raise funds for the project with the campaign goal being met in June 2012. The fundraising
included securing sponsorships for ten fitness stations at $5,000 each and three benches
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at $1,000 each for a total of $53,000. The $53,000 was in addition to a $154,520 grant from
the Illinois Department of Natural Resources. Other private and corporate donations
increased the campaign total to $256,860.
TRENTON CAPITAL CAMPAIGN
The Grants Facilitator serves as chair for the Grants Team of the Trenton Capital
Campaign. During the second half of FY 2011-12, the Grants Facilitator began the
Corporate Donor Identification Initiative to identify individuals with ties to potential corporate
and foundation donors for the Trenton project. The Trenton Campaign chair and the
Individual Giving Team are currently working with the Grants Facilitator to collect the
information as the project moves forward and grant assistance is requested. Additional
state and federal grant opportunities are also anticipated for construction and equipment
components of the project. Also in FY 2011-12, the Grants Facilitator began working with
the Director of Technology to contact the college’s technology providers to request support
for the Trenton project. Initial letters of inquiry were submitted in June 2012.
NURSING EDUCATION TECHNOLOGY PROJECT
During FY12, the Grants Facilitator worked with the Director of Nursing to develop a new
grant application based on the previous Clinical Learning Using Education Simulation
initiative. Late in the year, conversations were held with counterparts at Southwestern
Illinois College in order to expand the initiative into a joint grant application that would be
beneficial to both institutions’ nursing programs. The effort is expected to lead to joint
applications in the first half of FY 2012-13.
ICCRD
The Grants Facilitator serves as treasurer of the Illinois Community College Resource
Development Association (ICCRD), a statewide organization affiliated with the national
Council for Resource Development. He is also involved in the organization and
administration of the annual statewide conference that offers training and networking for
community college grant professionals and foundation personnel from throughout Illinois.
The Grants Facilitator attended the Illinois Community College Resource Development
State Conference in October. Training sessions included: 2012 Grant Outlook from the
Department of Education; Using Today’s Policy Initiatives for Tomorrow’s Success; The
State Budget – Now What?; and To Apply or Not to Apply – That is the Question. The
annual state conference provides opportunities for continuing education and networking
with representatives from state and national organizations (this year included
representatives from the Illinois Community College Board, Illinois Board of Higher
Education and the U.S. Department of Education) as well as grant personnel from other
Illinois Community Colleges.
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Along with counterparts at Southwestern Illinois College and Lake Land College, the Grants
Facilitator is promoting the establishment of a consortium of southern Illinois community
college grants professionals to better prepare area institutions for the development and
submission of collaborative federal and state grant applications.
SEASON OF ENTERTAINMENT
The Grants Facilitator continued to serve in a leadership role in the College’s Season of
Entertainment initiative and it’s Guest Artists & Speakers Series during FY 2011-12. The
Series has successfully raised the profile of the College within the district and beyond and
has brought many new visitors to the Main Campus. During FY 2011-12, the ticketing
system used by the Season of Entertainment was upgraded and work continued towards
introducing online ticketing services in August 2012. Collaborative efforts with area arts
institutions and schools were ongoing in the past year and the Season of Entertainment
continued to make strides in coordinating and marketing all of the institution’s fine arts
activities. Planning for the seventh season continued at the end of FY 2011-12 with a new
season kick-off planned for July 2012.
MAJOR STATE REPORTS
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N1 – Noncredit Enrollment Report – data downloaded, formatted, verified, and
submitted electronically to ICCB –7/11
N6 – Noncredit Course Resources Report – data downloaded, formatted,
verified, and submitted electronically to ICCB – 7/11
A1 – Annual Enrollment and Completion report – extensive amount of data on
every student who has taken a credit course at KC during the past year was
downloaded, formatted, verified, and submitted electronically to ICCB – 7/11
Department of Corrections Annual Credit Hour Generation Report –
developed, formatted, verified, then delivered to Director of Correctional Center
Program for signature, then faxed and hard copy sent to DOC 7/11.
VEDS report for Department of Corrections – unduplicated list of vocational
education student enrollment and completers by program, race/ethnicity and
gender, report developed, verified by the office of Correctional Center Program
Director then mailed to DOC in Vandalia 8/11
Tech Math report for Department of Correction - not required
F3, F6, B3 and R3 – Facility reports – data downloaded, formatted, verified in
conjunction with Facilities staff and submitted electronically to ICCB by IE – 8/11
Annual Student ID report – data downloaded, formatted, verified, and submitted
electronically to ICCB – 7/11
E1 – Fall Enrollment report – snapshot of tenth day data taken for Fall 2011;
report compiled, formatted, verified, and submitted electronically to ICCB – 9/11
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C1 and C2 – Faculty, Staff and Salary Data reports –Data downloaded from
Colleague, formatted, verified, and submitted electronically to ICCB – 10/11 (The
data can be extracted for the C1 file from the information entered by HR and
Payroll throughout the year. However, the C2 still requires manual entry into the
form supplied by ICCB.)
C3 – Adm/Faculty salary & benefit report including dual credit instructors. Newly
developed report in FY 2010 of all full- and part-time teaching faculty and staff
employed by the College during the current fiscal year. The data is compiled,
formatted, verified, and submitted electronically to ICCB. – 6/12
Summer Graduate Report – data is compiled through a query from the degree
history file, entered, formatted, verified, and submitted electronically to ICCB for
federal GRS (Graduation Rate Survey) – 10/11
Licensure Pass Rate for RN, Rad Tech and EMT – data was compiled from the
specific offices, entered, verified, and submitted electronically to ICCB – 10/11
AC – Annual Courses Data report – Newly developed report for FY 2010
students which provides data on courses taken during the most recent completed
fiscal year meeting criteria for dual credit and the English/math
gateway\gatekeeper courses. The data is compiled, formatted, verified, and
submitted electronically to ICCB. – 11/11.
SU & SR – credit hour reimbursement reports – downloaded, formatted, verified,
and submitted electronically for each semester/term – 8/11, 1/12, 6/12
Chargebacks and Joint Agreement Reports – compiled, formatted, verified
and submitted to ICCB for each semester/term – 9/11, 1/12, 6/12
S6 and S7 reports – Fall course resource and space utilization data reports;
compiled, formatted, verified, and submitted electronically to ICCB – 1/12
Tenth Day Enrollment Surveys – reports submitted to ICCB electronically for
Fall – 9/11, Spring – submitted 2/12 for FY2012 For Summer, an in-house
enrollment survey was compiled – 6/12.
SD – Student Disabilities Annual Disabilities Report- compiled, formatted,
verified, and submitted electronically to ICCB – 8/11
Career and Technical Education Follow-Up Study (FS) Report – data
entered, verified, and submitted electronically to ICCB – submitted 5/12 for
FY2012. Data is gathered for the programs in January and February and
provided to the program coordinators who administer the survey; results are then
provided to IE for completion of the report.
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FEDERAL REPORTS



NSC – National Student Clearinghouse Reports compiled, edited, and
submitted electronically. Beginning with Fall 2009, reporting requirements
changed to four times each fall & spring & two times in summer to stay within
compliance.
IPEDS – Integrated Postsecondary Education Data Systems:
o Fall Data Collection includes the Institutional Characteristics, Completions
data and 12-month enrollment. The Institutional Characteristics were entered
by KC staff and the Completions and 12-month enrollment data were
uploaded by ICCB from the A1 (Annual Student Enrollment and Completion
Report). 9/11 – 10/11.
o Winter Data Collection includes Human Resources (Employees by Assigned
Position, Salaries and Fall Staff) – uploaded by ICCB from the C1/C2
submission (Fall and Annual). Student Financial Aid component has been
moved to the Winter Collection, and extending this collection by 2 weeks.
12/11 – 2/12.
o Spring Data Collection includes Finance information which is entered by KC
personnel. The Fall Enrollment, Graduation Rates, and Graduation Rates
(200% time to degree) are uploaded by ICCB from the Fall Student
Enrollment report. ICCB and IPEDS have made Spring 201 surveys available
during the Winter Collection period. 12/11 – 4/12.
o All uploaded data from ICCB has been checked and verified against the
reports submitted to ICCB, then printed for documentation by IE personnel;
additional data requested was entered by KC personnel prior to ‘locking’ the
data by the due date for each Collection.
Gainful Employment Reporting: In June 2011, the Department of Education
finalized requirements for reporting students enrolled in programs that lead to
gainful employment under the Title IV of the Higher Education Act to NSLDS
(National Student Loan Data System). This being the first year of submitting,
there were 4 years of data required by November 15, 2011 and once a year
thereafter. The program was installed in Colleague, tested, and data verified
before running the report on live data. FY 2007-10 data was generated and
submitted through NSC to NSLDS and finalized in December 2011.
INTERNAL AD HOC REPORTS AND DATA SUPPORT

Internal KC Ad Hoc Reports – Approximately 188 reports were prepared and
placed on file in the IE office during FY 2011-12 in response to internal
departmental requests for data/information. (This includes extensive follow-up
19
studies conducted annually on transitional student performance and completions
in the areas of math and English.) When reports were developed that will need
to be repeated on a regular basis, IE staff made the reports accessible to the
appropriate end users and provided the necessary training for users to create

Non-Credit Catalog Entries – data entered on a regular basis for new and
upcoming courses in Ed2Go, Life Long Learning, KICK classes, B&I and
Community Ed areas. IE verified all the course entries in Colleague and
maintains the database of noncredit courses making all changes or additions
needed.

Credit Course and Program Set-Up and Maintenance – IE maintains both the
course and curriculum data, making all changes or additions needed as
approved by Curriculum Council.

Student Tracker – Through the National Student Clearinghouse (NSC), Student
Tracker provides the ability to tap into the nation’s largest database of enrollment
data. KC has access to more than eighty million current and former students’
enrollment information and status. IE develops queries and trains KC users for
individual student information and extracts data from Colleague to electronically
submit batches of students for the summary reports from the Clearinghouse.
SPECIAL PROJECTS



Community Engagement Book – The Community Engagement Book for FY 201112 has been created and multiple updates have been made as the meetings
progress. The Community Engagement Book is very comparable to the Fact Book in
content and composition but with more of a localized focus for the communities that
are served.
Program Review – Statistical program data provided to departments scheduled for
program review – 2/12. Information is prepared and distributed to each program
director/coordinator for a period of three years listing enrollment, credit hours,
retention rates, cost of program, student outcomes, and faculty information. Both
the Director of Institutional Effectiveness and Research Coordinator will assist the
department chairs/coordinators as needed in completion of their program review
documents during the spring semester.
CurricUNET – an on-line course and curriculum development system and workflow
automation program endorsed by the Illinois Community College Board for use by
some Illinois Community Colleges. It provides the ability to develop and secure
approval of courses and programs via the Web. This represents a unique
opportunity to simplify processes and reduce paper handling.
CurricUNET offers the following features:
20



o It uses Web forms for all input required for course proposals. (All newly
approved courses, credit and noncredit, are set up in Colleague by IE
personnel.)
o All input fields are entered into a relational database, thus facilitating
searches, flexible report production, and interfaces to related systems.
o All necessary notifications are automated, and all steps in the process are
tracked with an automated workflow module. As a result, a real-time view of
the workflow for each proposal can be displayed at any time showing the
exact current location of the proposal in question.
o The system is designed to facilitate automated interface to various statewide
processes and software systems, including ICCB and Colleague.
KC is set up and “live” with CurricUNET. IE staff oversee the process of all course
proposals being submitted to ICCB while assisting the Offices of Career and
Technical Education and Arts and Sciences on the curriculum submissions. The
Administrative Assistant to the Vice President of Instructional Services oversees and
verifies course and curriculum data within the CurricUNET system. IE staff and
Administrative Assistant to the VP of Instructional Services troubleshoot any
complications the faculty and staff encounter and communicate with CurricUNET
personnel as needed. Development for the interface to Colleague is still being
discussed. Documentation has been written and training is ongoing for faculty and
staff. IE staff and Administrative Assistant to the VP of Instructional Services
continually work with the CurricUNET personnel to include the necessary fields in
the course syllabi and make the approval process flow with ease.
IAI u.select – An online tool that assists students and advisors in viewing program
requirements, course equivalencies, and in determining whether courses already
taken or to be taken will transfer to another college or university. Each participating
institution provides an updated course inventory on an annual basis. Institutional
Research Coordinator has taken the responsibility to compile the data for
Kaskaskia’s course inventory and complete the electronic transmission to
u.select. This task occurs annually in July.
Student-Right-to-Know – the disclosure information on graduation/completion rates
and transfer-out rates of KC’s Fall 2008 cohort group (first-time, full-time and parttime degree seeking students) has been posted to KC’s webpage required by
institutions eligible for Title IV funding. Also posted athletically-related student aid by
race/ethnicity and gender and by sport and the average completion or graduation
rate for the four most recent years.
Tuition Discount Analysis – Extensive research and analysis was conducted to
determine the effects of creating a discount for all credit hours over 15 taken by a
21





student in a single semester. After review, the board voted in favor of reducing the
discount threshold from 18 credit hours to 15 to offset the proposed tuition increase.
Title III Technology Support Specialist Training – The Office of Institutional
Effectiveness has been working very closely with Title III to train the new Title III
Technology Support Specialist that began work in January 2012. Training has been
conducted on the various software applications that Title III is responsible for
supporting. Training on iStrategy and general SQL programming is ongoing.
Capital Campaign Support – A number of special reports and analysis were
completed in support of providing the Board of Trustees sufficient information to
make a decision on extending bond issues to finance the proposed capital projects.
Trenton Campaign – IE has provided multiple contact listings in support of the
Trenton Campaign. In addition, each member of the department serves on one or
more campaign teams.
GIS – Members of the department have attended GIS workshops held on campus to
learn how to integrate GIS information into studies and reports, and to graphically
represent existing data for greater understanding. District information for many
projects and initiatives has been supplied using the GIS software. Maps have been
created in support of the Trenton campaign, grant applications, advisory board
meetings as well as the Community Engagement book.
Enrollment Management – Supporting enrollment initiatives has been the highest
priority for our department in recent months. Two members of the department
actively serve on the Enrollment Management Team and the entire department
actively contributes to the goal of increasing enrollment. Some of our notable
contributions are:
o Enrollment Forecasting - The development of an accurate enrollment
forecasting model to assist in planning and budgeting. This model predicted
Spring 2012 enrollment within 1.7%. The Daily Enrollment Report now
includes a location section dashboard to quickly show the status of each
educational center based on actual enrollment and forecast. A supplementary
report has also been created to show the enrollment status of various areas
for example, Arts & Sciences and Career and Tech., in relationship to the
forecast for each area.
o Contact Generation - The generation of multiple contact lists to support
various call and mail campaigns.
o Evening and Weekend Offering Analysis – An analysis of current evening
and weekend course offerings was completed including variance to other
years offerings, offerings by location and discipline, active vs. cancelled
section analysis by location and discipline and unique sections offered by
location.
22
o Enrollment Analyses – Analyses of enrollments by many different variables
have been conducted. Some, but not all, of these include enrollment by day of
term, enrollment by subject and location by day of term, enrollment by high
school by day of term and summer enrollment of graduating high school
seniors. These are just of few of the many reports created to analyze
enrollments.
Many additions have also been made to the Daily Enrollment Report to help
us measure our status against prior years and forecasts. An additional
Enrollment Trend report has been created to graphically view the current
enrollments over days of term compared to previous year’s enrollments of the
same period.
o Job Market Analysis – A thorough analysis of employment forecasts for our
WIA districts was conducted using data from the Bureau of Labor Statistics.
Through the analysis it was determined that, among other things, KC provides
training for 7 of the top 10 occupations requiring an associate’s degree with
the highest forecasted job openings.
o Course Offering Analysis – Multiple reports have been generated in
preparation for meetings with the Deans to analyze course offerings in an
attempt to better schedule courses.
SIGNIFICANT SURVEYS CONDUCTED/COMPLETED
 NCCBP- National Community College Benchmark Project - submitted 6/12 followed
up by data confirmation on 7/12
 Broadcast Music, Inc. Annual Report – completed 11/11
 College Board Survey – submitted 1/12
 American Association of University Professionals FY2012 – submitted 1/12
 Wintergreen Orchard Home Survey – completed 1/12
 Petersons Annual Survey of Undergraduate Institution – completed 3/12
 ACT Institutional Data Questionnaire – completed 3/12
 Higher Education Information Technology Service-Annual IT Salary Survey
2010/11 – completed 3/12
 IDES-Career Information System – completed 2/12
 Peterson's Tuition Survey – completed 8/11
 Kansas Study – submitted 7/11
 EADA Athletic Survey – submitted 10/11
 St Louis Business Journal – submitted 10/11
PROFESSIONAL DEVELOPMENT AND TEAMWORK

IE staff participated in:
23
“Chasing” KC sponsored hot air balloon for Centralia’s Balloonfest – 8/11
Reality Store (Centralia Jr. High) – 3/12
Relay for Life activities throughout the yer.
Heartwalk activities throughout the year
KC Family Reunion/Open House - 10/11
Veterans Breakfast – 11/11
Bell Ringing for Salvation Army - 12/11
Trenton Capital Campaign – Each member of the department serves on 1 or
more campaign teams.
iStrategy – The initial training of the new Title III Technology Support Specialist has
been completed. Data validation is still in process. Security meetings have been held
to determine user access from each department.
IAIR – Illinois Association of Institutional Research – due to KC’s site visit, this
conference was not attended this year. Membership dues were kept up-to-date.
COLLEAGUE - IR Coordinator was appointed as a member of the Colleague
Oversight Committee to replace IE Dean.
GIS – Members of the department have attended multiple GIS seminars held on
campus and have ARC Desktop loaded on the machines in their offices. We have
begun to incorporate the use of the GIS data into our reporting and analysis.
PG&D Seminars Presented – Members of the IE Department were presenters at a
number of Professional Growth and Development events throughout the year.
Seminar topics include: CESSE results, Civic Reflection (3 department facilitators),
Assessment, the Fitness Trail project, and Effective Survey Design.
o
o
o
o
o
o
o
o





24
TITLE III STRENGTHENING INSTITUTIONS GRANT
ANNUAL REPORT – JULY 2012
KEY PERSONNEL
Jill Kolstermann, Director; Kathy Overstreet, Curriculum and Learning Specialist;
Brittany Butcher, Technology Support Specialist; Cynthia Webber, Activity Coordinator;
and Karen Shackelford, Administrative Assistant
MISSION
TITLE III is a $2M Strengthening Institutions Grant with a focus on student success; it is
developmental in nature as opposed to operational. New programs and initiatives will
be developed, test-piloted, implemented and institutionalized during the five-year period.
Following the grant period, the tested, refined and most successful initiatives are to
become a part of regular operations at Kaskaskia College.
In summary, Title III is designed to help Kaskaskia College expand its capacity to serve
low-income students with demonstrated academic need by providing funds to improve
and strengthen the academic quality, institutional management, and fiscal stability of the
institution.
INITIATIVES
Redesigning Teaching and Learning
 Increased the capability to deliver instruction appropriate to students in
Transitional Studies.
o Competency-based Learning
o Instructional Technology
o New Teaching Strategies-proven for diverse, at risk learners
 Increased Student Success by reforming Transitional and College-level
courses.
 Faculty Development
o Provided opportunity for faculty to receive 40 hours of professional
development during Summer Institute
 Created Structured Learning Assistance (SLA) and Instructional Center of
Excellence (ICE) labs.
Strengthening Student Information Systems
 Enhanced Degree Audit Capabilities
 Improved student tracking and reporting for early intervention, student
retention and academic success.
 Continuous course and program assessment and improvement.
25
Title III Endowment Scholarship
YEAR 3 ACCOMPLISHMENTS
Curriculum Development
To adequately prepare KC’s transitional studies students so they can succeed in
college, Title III has been charged during the third year with piloting the redesigned
Level II Math, English and Reading courses while also redesigning Gateway Math,
English and Reading courses. The redesign of these courses focused on infusing the
courses with competency or content-based learning strategies, instructional technology,
and strategies that address the needs of the at-risk learner.
Title III completed the Pilot of the reformed Level II Math and English courses in the Fall
2011 semester. Key Faculty and Title III also successfully completed Gateway Course
Redesign. The redesign focused on developing and refining the learning outcomes for
several classes currently being offered at Kaskaskia College. The courses being
affected by the redesign are: Math 134, Math 130, Math 107, English 101 and English
102.
Title III was able to purchase a mobile lab for the use of the college this year and it was
primarily used by the Fast Forward Math courses. Integrating this technology into the
college allows any classroom to become a computer lab. The Title III team was also
able to purchase a mobile iPad lab just before the end of the Spring 2012 semester.
They will be introduced for college use in Fall 2012.
Summer Institute
Title III hosted its third Summer Institute on May 14-18, 2012. There were a total of
thirty-three participants representing six different community colleges including
Kaskaskia College. The evaluations received from the participants were highly positive
and enthusiastic about the information covered during the week. The surveys received
indicated more than 95% of the participants believed the sessions were either
informative or very informative. Overall the Summer Institute was a success and
Kaskaskia College achieved the goals that were established. Over the remaining
summer, Kaskaskia Title III stipend faculty members are working on summaries of the
Summer Institute as well as syllabi which show an integration of the information
presented at Summer Institute III. During the week of the institute, faculty attended
sessions on standard based assessment, practical utilization of the Structured Learning
Assistance (SLA) lab, how learning preferences impact teaching, learning and
motivation in the 21st century community college classroom. In addition, the effective
use of the Kurzweil 3000 for students with learning disabilities was introduced. During
the final day of the Institute, Kaskaskia College’s faculty and staff were involved in an
engaging conversation as the Teachership Academy was launched.
26
Teachership Academy
In Fall 2012, Title III will be launching the Teachership Academy. This two semester
course for credit will be offered to both full-time and adjunct faculty. The purpose of
Teachership Academy is to promote individualized excellence in teaching and learning
through collaboration, exploration of best practices, and shared conversations with KC
faculty. The specific goals of Teachership Academy are to enhance the teaching and
learning environment, to promote collegiality, and to foster mentorship. Title III is
currently receiving applications for participation and will begin the course in August
2012 with the start of the Fall term.
Endowment
Title III was successful in obtaining a total of $225,500, in Endowment pledges and
therefore completed the five year goal of for the Title III Endowed Scholarship fund.
The support of the Board for this program is very much appreciated. It is important to
note that this five-year goal was achieved within 10 months. The KC Foundation frontloaded the federal matching funds which added a very positive feature to this project.
Many people helped achieve this goal, including the Title III Office, Advancement Office,
Public Information Office, Marketing Office, Board of Trustees, KC Foundation Board of
Directors, Administrative Services Office, Alumni Association, Friends of the Fine Arts,
faculty, staff, and administration.
iStrategy Implementation
Initial iStrategy professional services were conducted by Blackboard, Inc. with the core
Kaskaskia College iStrategy implementation team. Team members were introduced to
the fundamental concepts that make up the foundation of the system. Team members
worked with Blackboard iStrategy professionals to validate and ensure the iStrategy
system produced accurate reporting data. In continued work, Kaskaskia key staff
worked with KC’s IT department to complete the baseline validation tasks assigned
during the data validation. As a result, iStrategy data cleansing has begun and reports
are beginning to be developed.
On-Line Admissions Redesign
The redesign was completed in early Spring 2012 to fulfill the requirements of the grant.
The Information Systems team is still planning on improving the process further.
Currently, a prospective student is able to apply for admission to KC online and their
application is sent via email to the Admissions Department. Feedback from users of the
online application has been positive and surpassed the goal set out in the Title III grant.
27
External Evaluation
The Title III project welcomed its External Evaluator, David Caffey in September 2011.
This was the second annual visit from Mr. Caffey to ensure that the Kaskaskia College
Title III project is achieving the goals set out in the original grant proposal as well as
remaining federally compliant in all its actions. The evaluation visit went extremely well
and Mr. Caffey had several glowing remarks about the project. Below is an excerpt
from his summary report on his visit.
Year 2 performance objectives were attained and the project compiled an impressive list
of achievements in curriculum revision and development of systems and services. In
addition, the project has been an effective facilitator of systemic change that
complements the efforts to reform curricula and employ more effective pedagogical
strategies, and without which the other project improvements result in unnecessarily
limited positive results.
The Title III team, including project staff, participating faculty members and College staff,
and administrative leaders, is working through major changes in staffing. While the loss
of the key staff members is a potentially disruptive event for any project, reorganization
of the Title III staff is underway, responsibilities have been reassigned, KC colleagues
are supportive, and the project continues to function well while the process of filling staff
vacancies proceeds. The transition has been taken as an opportunity to reconsider the
staffing pattern in light of current and future needs, and some adjustments have been
made. The project is well positioned to restore staffing to full strength and maintain the
effort to improve KC’s fulfillment of its promise to at-risk and other students, of providing
the best possible opportunities for growth and success.
28
INFORMATION TECHNOLOGY
ANNUAL REPORT – JUNE
JULY 2012
KEY PERSONNEL
Gina Schuetz, Director; Stacy Arning, Laura Baker, Tom Cox, Kathy Crain, Nic Farley,
Bruce Fischer, Garren King, Joe Kurwicki, Brandon Richter, Ken Starr, Mike Stone,
Travis Turley
INSTRUCTIONAL AREAS

Provided students with the latest PC technology, a hardware refresh was
performed in the following PC computer labs in accordance with the 4-yr cycle
replacement plan:
o
o
o
o
o
o
o
PC-143
L-201
L-209
Library
L-209
Correctional Center
BLC iMAC Lab

With funding from a Digital Divide Grant, the College expanded public access to
the Library computer lab with Adaptive equipment and technology. This lab
provides special needs students with the latest adaptive technology equipment
and software.

Through the Title III grant initiative, provided a mobile laptop lab to enhance
student learning in the newly designed Math and English pilot courses.

Provided students in the Drafting program with the latest 2D and 3D CAD design
tools by updating the Drafting Lab with the newest version of AutoCad.

Installed “smart” technology in L-200, Nail Technology classroom, ST-129, ST130 and ST-101 renovated science labs.
29


Installed a wall-mounted Smartboard in L-121 to expose students in the
Education field to the type of technology that is predominating in K-12 schools.
Provided instructors with effective classroom and desktop management software
to facilitate learning by standardizing on Lanschool in the following computer
labs:
o
o
o
o
o
o
o
SC-102 Salem
ST-207 Math Lab
PC-143 Computer Lab
VC-002 Vandalia
VC-102 Vandalia
CC-108 Crisp Center
Title III Mobile Lab
o
o
o
o
o
o
o
GC-103 Greenville
L-100 Library Open Lab
L-102 Library
L-107 ICE Lab
L-109 Success Center
L-200 Computer Lab
L-203 Computer Lab

As a pilot program, infused new technology into the classrooms to meet the
various learning needs and levels of students by integrated iPad mobile devices
into the learning environment. Through the Title III grant, purchasing a mobile
lab of 30 iPads to be used the classroom on a check-out basis. The iPads will
increase student engagement and collaboration along with providing a positive
impact on student learning outcomes.

Kaskaskia College is the first community college in the State of Illinois to offer
classes to the Correctional Center through distance learning technology. Using
Polycom interactive teleconferencing systems, the College successfully piloted a
Math 101 class with an instructor physically located at the main campus and 21
students located at the Correctional Center. The College plans to increase
offerings at the Correctional Center and is working with DOC to possibly offer
online courses in the near future.

Improved support to online students by implementing live chat support software.
INSTITUTIONAL

Replaced all staff and faculty office computers, installed new network cabling,
and updated network server at the Correctional Center. Provided the latest
Windows operating system and MS Office software.

Continued PC hardware refresh in staff and faculty offices according to the 4-yr
cycle replacement plan.
30

Installed cellular repeater at the Crisp Center to improve cell service for students,
staff, and faculty.

Installed a security camera system in the Bookstore to monitor the retail area and
guard against theft.

For the first time, the College was able to broadcast live video streaming of the
2012 Graduation commencement to the web. During the live commencement,
the website was watched by over 525 public viewers. Afterwards, a link to the
recorded event was made available for several weeks, resulting in an additional
180 viewers accessing the recorded event.

As a green initiative, and in an effort to save utilities costs, the IT Department
implemented Windows policies to automatically shut down all the PCs in
computer labs after 10:00 pm.

To improve organization and track purchasing by other departments, the IT
Department implemented campus-wide software inventory system.

Implemented Resource 25 solution as a campus-wide, multi-user space and
events scheduling system. R25 directly integrates with Colleague to maintain
facility synchronization for efficient use of classrooms and other common areas.
The new system has many features and enhancements including online space
requests, searching capabilities, calendar views, and workflow processing.

To improve customer service, the IT Department now provides one-on-one
technology training with each new employee. During their first day, a new
employee meets with an IT staff member and is given an overview of available
technology resources, user login information, accessing CampusNet and Outlook
instructions. These training sessions assist new employees’ transition into their
new positions.

Upgraded the ImageNow system and migrated from a proprietary database to
Microsoft SQL database. This allows the IT Department to continue its
standardization efforts of using SQL as the College’s database solution
whenever possible.

As a previous AQIP project, the IT Department along with the Datatel Steering
Committee has taken on the responsibility of documenting College’s Business
Process Mapping and making them available on CampusNet. These processes
are reviewed on an annual basis by key personnel on the Steering Committee to
ensure accuracy and used as a training tool when the need arises.
31
NEW VIRTUALIZED SERVER SOLUTION
The IT Department is currently replacing the College’s core network servers with new,
leading-edge technology that provides virtualization at the hardware level. Using blade
server architecture, the solution also provides high performance levels, redundancy to
ensure against system failure, and high scalability to create additional virtual
environments as the systems needs of the College continues to grow in the future.
CLASS CANCELLATIONS
Improved the process to inform students of class cancellations by allowing students to
“opt in” and receive a text through KCAlert. When an instructor cancels class, a text
message is sent to the student informing them of the cancellation and directs them to
the College’s website for additional information.
BANDWIDTH
Last fall, the main campus switched to a DS3 circuit connecting the main campus to
Illinois Century Network and increasing KC’s access from a 10.5Mb to a 45Mb pipeline
to the Internet.
Also in August 2010, Clearwave Communications, of Herrin, Illinois, as part of the
Illinois Broadband Opportunity Partnership (IBOP), received a grant award by the
National Telecommunications and Information Administration’s (NTIA’s) Broadband
Technology Opportunities Program (BTOP) to develop rural broadband. With the help
of these federal and state grants, and additional private funds, Clearwave will be
building much needed middle-mile infrastructure to make broadband accessible in the
rural areas of southern Illinois, as well as directly connecting colleges, K-12 schools,
libraries, health care providers and public safety entities. Through this project,
Clearwave will construct 740 miles of new fiber optic cable, as illustrated in the map
below, to provide high-speed bandwidth speeds of up to 1 Gbps. The estimated cost of
this project is more
than 45 million dollars.
As a community anchor
institution, the College
has entered an
agreement with
Clearwave
Communications to
provide the main campus with a high-speed 100Mb fiber connection to the Internet.
We anticipate fiber construction to the College will begin early summer and the
connection will be completed in August 2012. This high-speed fiber network will support
32
the College’s need to increase bandwidth in the future as we continue to provide
students with web services and resources, online class offerings, and streaming media.
The BTOP project is on schedule, and the College anticipates the new fiber connection
to Clearwave sometime in the August - September 2012 timeframe. In addition, the
College has negotiated with ICN to provide a 40Mb Internet pipeline at the Vandalia
Campus in exchange for providing ICN with a room to install their fiber network
equipment. This agreement will allow the College to provide the bandwidth needed the
new instructional programs that will be offered in the Vandalia Phase II project.
EXTERNAL WEBSITE IMPROVEMENTS

Newly designed web pages:
o Main Page Redesign
o Brick Paver search
o Admissions redesign
o Success Center redesign
o Learning Communities
o New Experimental Home Page
o Campus BUZZ
o Athletics Hall of Fame
o Added Social Networking Features to News Articles
o Season of Entertainment
o Cross-Country webpages
o Veterans Tribute
o Trenton Campaign
o Teachership Academy
o Green Team

Online form submittals:
o New Student Orientation
o International Trade Seminar
o Student Data Form
o Student Application Form
o Scholarship Application
o Standardized code on online student loan application
33

Other:
o Researched Content Management System
o AQIP Program Sheets were added to all program pages (Gainful
Employment)
o Audited Website Security
o Created intermediate page to Blackboard login to prevent page not
found error in the event Blackboard is down

Improved:
o Athletics Section Code
o Improved Website Standardization
o Improved logic on class schedules
o Fixed code issues with Library Subscriptions
o Improved Website Standardization
o President’s webpages, including awards sectioning.
o Applied AQIP recommendations to website

Improved web services to students by maintaining a current list of late starting
classes on CampusNet and the main website.

Developed and implemented an “Online Application System” that allows students
to setup a unique online account for the following:
o Submit an online student data form to apply to KC.
o Search and apply for scholarship opportunities based on scholarship
criteria and requirements. Based on answers provided during this
application process, students are only shown scholarships they are
eligible for.
AQIP

Provided leadership in the continuous improvement of the AQIP Process Map
project. Incorporated the project into normal business practices and ensured that
processes are in place to review process maps by various departments and
provide the latest version on CampusNet.

In addition to several staff members participating on the AFEP Communications
Team, IT supported to the Adjunct Faculty Enrichment Project by providing the
following:
34
o Developed team sites on CampusNet for each of the committees to share
information.
o Designed and implemented a Faculty Constituency page to include
Faculty Resources which provides easy access to pertinent information at
one central location.
o Developed an accurate and current adjunct faculty list to use for
communication, developed a list of benefits/employee discounts, provided
a list of department chairs and program directors.
o Created a Professional Growth and Development section on the
CampusNet calendar.
o Presented CampusNet to adjunct faculty during the fall Professional
Growth and Development Workshop and provided training sessions.
CUSTOMER SERVICE AND SUPPORT
A key component of the day-to-day operations of the IT Department is providing
technical support to both staff and students. Technical issues and services are
scheduled according to priority and an available technician is dispatched in a timely
manner. During this year, the IT Department responded to approximately 4,100 trouble
tickets for various categories listed in the following table.
2011
After Hours
AS400
Datatel
DL
Exiting Employee
Imaging
Logins
Media
Network
New Employee
Office Moves
Other
PC Support
Peripherals
Personnel Directory
Phone
SharePoint
Web
TOTAL
Jul
1
36
5
6
1
3
23
37
3
1
2
63
31
1
4
8
44
269
Aug
1
2
78
2
5
25
74
4
7
28
98
34
1
11
19
73
462
Sep
6
1
50
6
2
26
37
4
3
21
117
32
1
10
7
136
459
2012
Oct
5
Nov
1
Dec
40
6
25
2
1
14
2
5
2
1
1
29
17
6
1
15
106
21
1
8
2
28
257
23
45
2
20
17
3
28
95
18
1
5
12
66
346
17
102
21
4
3
47
265
Jan
1
2
32
9
3
Feb
2
1
39
14
1
Mar
1
1
29
7
6
2
7
23
26
8
2
11
125
33
1
8
8
33
327
45
28
1
50
30
10
9
127
41
1
12
4
56
388
24
119
24
1
11
9
86
408
Apr
4
May
June
15
3
1
38
1
9
1
65
6
11
4
3
6
26
29
3
3
13
79
31
1
9
12
69
302
22
27
10
15
30
7
1
15
91
26
1
11
24
69
379
18
78
30
1
10
11
59
317
35
MEDIA SERVICES

Improved video quality in the auditorium by installing a dual lamp projector
system designed specifically for large venues. In addition, updated the control
room was to provide an area more conducive for management of audio and
video services during performances.

Completed approximately 325+ Helpdesk tickets in a variety of Media related
service ranging from classroom assistance to entire concerts.

Provided media support to numerous evening events scheduled in the Life Long
Learning Center, Vandalia Campus, Auditorium, and Student Center.
CAMPUSNET

Redesigned Assessment site to allow faculty to submit their assessment data
from off-site.

Built and manage Hiring Site so our committee/staff can access applicants
materials

Displayed new and late starting classes.

Implemented Student Orientation reservation system

Created online “Early Alert” process

Developed and manage a “Hiring Site” for the Human Resources Department
that allows applicant materials to be uploaded to CampusNet. Members of each
Hiring Committee can view the application and materials for a particular open
position at their convenience while on or off campus. Eliminating the need for
hard copies has streamlined the viewing process and substantially decreased
printing costs.

Developed a list of “late starting” classes and new classes on the external
website and CampusNet.
36
DATATEL COLLEAGUE

On Going Improvements – The Datatel Oversight Committee continues to meet
on a bi-weekly basis to address process improvements by exploring new
opportunities to further improve the quality of services and support for students
and staff.

Licensing – Due to user high-volume, purchased and installed additional Datatel
licenses to accommodate peak times during semester registration.

Software Updates – In addition to regularly scheduled monthly updates,
completed a critical software update in the Financial module for e-Commerce.
This update ensures that Colleague supports the new PA-DSS standard for PCI
compliance. The update removed sensitive stored credit card data and replaced
the processing function of credit card information to a certified e-commerce
provider that is PCI compliant.

UI 4.4 – The new Colleague user interface was installed and provides screen
enhancement with more pertinent data, student photos, screen printing export
features, search results to Excel and enhanced FERPA and Student Privacy
warnings.

MOX – As a free mobile application, the College continues to use Datatel’s MOX.
With this application, students can use their mobile device to access their class
schedule, view important telephone numbers, read the latest news and events,
and use Google maps to show locations of the main campus and education
centers.

A2 State Report – A new ICCB report was mandated this year and required the
College to gather and report student degree and/or certificate completion data.
Developed by the IT Department, the report was submitted by the Institutional
Effectiveness Department in a timely manner.

iStrategy – members of the IT Department are part of the implementation team
for this business intelligence solution. The project has been delayed due to
personnel restructuring in the Title III department. With the new Technology
Support Specialist starting in January, plans are to “go live” with this solution in
fall of 2012.

Web-based User Interface – Implemented the latest Colleague user interface UI
4.3 and provided end user training. This interface will provide users with the
following enhancements:
37

Enhancements – Improved business practices by implementing the following
enhancements:
o Added Ferpa warning to user screen to ensure confidential student
information is protected.
o Improved communication by printing “special class comments” on the
student’s class schedule.
o Updated all forms for students and faculty and posted them on
CampusNet
38
FINANCIAL OPERATIONS
ACCOUNTING, FINANCE, GRANTS, REPORTING, INTERNAL CONTROLS
ANNUAL REPORT – JULY 2012
MISSION
The departments comprising financial operations are dedicated to providing prompt,
accurate, and friendly financial services to Kaskaskia College students, faculty, staff,
and board of trustees.
The Financial Operations Department is comprised of Accounting, Purchasing,
Accounts Payable, Accounts Receivable, the Bookstore, Child Care, the Print Shop, the
Mailroom, and Internal Controls
ACCOUNTING, FINANCE, GRANTS, REPORTING, INTERNAL CONTROLS
KEY PERSONNEL
Mary Dant, Controller; Suzanne Arndt, Accountant for Financial Reporting; Tina Horton,
Grant Accountant






In the Fall of 2011, the College’s external auditors, McGladrey & Pullen,
conducted the FY 2010-11 audit. The College received an excellent audit, with
no financial findings. Some processes are being reviewed to comply with the
firm’s suggestions for improvement.
Suzanne Arndt filled the position of Accountant for Financial Reporting. This
position will take responsibility for all state, federal and College financial
reporting, internal controls, and assist the Controller with other duties.
Worked with Accounts Receivable to set up new ledger accounts for Centralia
Correctional Center to track invoices and payments.
Completed tax levy calculation, related Board resolutions and legal notice for the
2011 tax levy. Tax levies were approved by all counties.
Implemented procedures to cut down on paper usage and hard copy storage:
scanning documents and reports, exporting reports to Acrobat or Excel, and
saving on Business Office shared drive.
Expanded auditor’s Share Point website with Datatel reports in Excel or Acrobat
format instead of providing hardcopies. All documents for auditors were provided
in electronic format to conserve paper usage and make information more readily
available.
39

Uniform Financial Reporting Standards (UFRS) audited and post-audit
reconciliation was completed.

Unit Cost Report and Unit Cost Reconciliation was completed.



Tax Revenue and Budget Information Request was completed.
Government Finance Officers Association (GFOA) Introduction and Management
Discussion and Analysis were completed.
GFOA Statistical Section of Audit Report was completed.

Annual Report of Unclaimed Property was completed.

Certificate of Publication for Annual Financial Statements was completed.

Application for GFOA Award for Excellence in Financial Reporting was awarded
for Fiscal Year 2011 Audit Report for the fourth consecutive year.

Finance portion of the Integrated Postsecondary Education Data System
(IPEDS) report was completed and filed.

Reassigned job duties to key personnel to provide better segregation of duties
controls for cash control/reconciliation.

Set up enhanced monthly financial reporting for Auxiliary Services.

Completed internal control review of Automotive Technology department.

Reviewed book buyback procedures in the Bookstore.

Implemented sales tax reporting improvement for Cafeteria.

Reviewed cash procedures with the relevant departments and made
recommendations for safeguarding and accountability improvements.

Reviewed Children’s Learning Center billing and made recommendations for
procedure, policy and collection improvements.

Reviewed catering billing and made recommendations to streamline procedures
and collections.

Detailed payroll testing has been implemented to comply with auditor
suggestions.

Committees served on: Datatel Oversight Committee, Budget Committee, Tuition
& Fees Committee, AQIP, Trenton Campaign- Finance Committee, and
Accounting Department Advisory Committee
40
ACCOUNTS PAYABLE
KEY PERSONNEL
Misti Pawlisa, Laura Findley






Accounts Payable (AP) works very closely with the auditors, providing them with
information from check backup to financial reports to lease information. The
Department is vital in creating a good working relationship with the firm. For the
FY 2011-12 audit, a new audit site was created with the help of IT staff, where
reports and other audit info could be loaded for the auditors review.
AP has issued 13,732 checks during FY 2011-12.
AP has updated all process mapping.
AP has improved month-end processing to better prepare and assist with audit at
year-end.
Committees served on: Active Campus Portal, Alumni & Friends, Sick Bank
The AP staff, along with Payroll, remains active in community service, in
particular by participating in KC “Kicking Cancer” Relay for Life team, chaired by
Misti Pawlisa.
ACCOUNTS RECEIVABLE
KEY PERSONNEL
Nancy Mattson, Coordinator; Kathie Bryan, Brenda Pieron, Laura Haag, Kathryn Stover,
Caitlin Burroughs
 Continuing to customize notes on statements in order for students to better
understand their balance due.
 Improving coordination with Financial Aid to ensure accurate student account
balance information.
 We re-evaluated our outside scholarship process and are currently re-structuring
procedures to better track and reconcile all outside scholarship payments.
 Currently working with the Enrollment Management Team to assist students with
prior balances who would like to enroll in upcoming terms.
 Revised our promissory note for use in assisting those with balances from prior
terms in getting enrolled for current term.
 We have begun the process of implementing NelNet payment plans. The goal is
to improve payment options for students.
 We continue to address our auxiliary receivables. This fiscal year we have
concentrated on sponsored receivables and child care receivables.
41



Working with the Business & Industry staff to re-evaluate the billing process for
B&I and more accurately reflect B&I revenue on the ledger.
Attended IDUG (Illinois Datatel Users Group) at Lakeland College. Attended
sessions geared to learning how to better utilize Datatel processes to streamline
our own processes.
Committees served on: Datatel Oversight Committee, Active Campus Portal,
Tuition & Fees Committee.
PAYROLL
KEY PERSONNEL
Linda Hellmann, Donna McKay, Kathryn Stover



The Payroll Department created approximately 4,400 payroll checks and 4,700
direct deposit advices during FY 2011-12.
The Payroll Department continues to assist the Vice President of Instructional
Services and the Deans’ offices to process the salary payments of Adjunct
Faculty in the Datatel’s Assignment Contract process, ensuring the Instructional
offices more accurate and efficient reporting.
More detailed information is provided to the Internal Auditor.
PURCHASING OFFICE
KEY PERSONNEL
Craig Roper, Director; Robyn Rohrscheib
During FY 2011-12, the Purchasing Office processed 2,975 purchase orders and
completed 66 formal price quotations, 5 bids, and 3 RFPs. A partial list of purchases for
which price quotations were obtained includes:
 Quotes for uniforms and equipment for Women’s Soccer, Men’s Basketball,
Men’s Baseball, Men’s Soccer, Women’s Softball, athletic training supplies for
the newly hired athletic trainer, scorer’s table for the gymnasium, infield covers
for the baseball and softball fields, and electronic batting cages to be installed in
the KCSA Sports & Activities Facility.
 Quotes for the printing of the Spring 2012 class schedules, the SCROLL, College
catalogs, Summer 2012 and Fall 2012 class schedules, Foundation Annual
Report, and student handbooks.
 Quote for Library periodicals
 Quotes for instructional equipment and supplies for the following programs:
Welding, Certified Nurse Assistant, Truck Driver Training, Auto Collision,
Automotive Technology, Respiratory Therapy, Carpentry Occupations, Industrial
42




Technology, Associate Degree Nursing, Radiology Technology, Agriculture, and
Instrumental Music
Quotes for transportation for the following programs: Cosmetology, Men’s
Baseball, Dental Assisting, Women’s Softball, and Skills USA
Quote for a portable storage building for the Vandalia Campus
Quote for a portable stage for use in the Lifelong Learning Center
Quote for acoustical wall panels to be installed in the Library
Bids coordinated by the Purchasing Office include:
 Cosmetology & Cosmetology Nail Technology Program kits
 Desktop computers, smart technology, and notebook computers (in cooperation
with the IT Department)
 Graduation Regalia
 Athletic sports flooring to be installed in the KCSA Sports & Activities Facility
 Financing of the Virtualized Server Solution
BOOKSTORE
KEY PERSONNEL
Cheryl Johnson, Bookstore Manager; Marlene Cole, Diane Hanke, Laura Henderson
The Bookstore continues to serve the needs of the students and staff. The Bookstore
completed approximately 26,976 transactions for FY 2011-12 with sales just over
$2,124,000. The KC Bookstore continues to improve its rental program by expanding
the number of rental titles offered each semester. This year, the Bookstore offered
rentals for the following courses: Music 101, Biology 121/122, Literature 218, Law 150,
Law 225, Psychology 101, Nursing 104, Philosophy 119, English 101, English 102, and
Speech 103. Continued expansion of the program during the next fiscal year will assist
in minimizing textbook costs for students.
INVENTORY CONTROL
KEY PERSONNEL
Mary Dant, Craig Roper, Mydung Trieu
Mydung Trieu has devoted time to updating the College’s fixed asset database to
include the following activities:

Tagging and recording fixed assets, both on and off campus
o A total of 217 pieces of equipment have been tagged with numeric tags on
the main campus and in the Education Centers
43
o A total of 1,520 items have been tagged with blue “property of” tags on
the main campus and in the Education Centers
o 1,205 pieces of equipment have been identified for inclusion in the
Colleague Fixed Asset Module
o Equipment identification tags have been removed from 502 pieces of
equipment that do not meet the College’s definition of a fixed asset

Setting up 1,785 fixed asset records in the Colleague Fixed Asset Module

Preparing asset depreciation report

Posting asset depreciation

Conducting inventories of fixed assets in departments on campus and at the
Education Centers. Departments and/or locations inventoried include: Vandalia
Campus, Greenville Education Center, Music Department, Cafeteria, Gym,
Greenhouse, Library, and Workforce Center

Detailed fixed asset reports continue to be created and updated regularly
CHILDREN’S LEARNING CENTER
KEY PERSONNEL
Sharon Grice, Director; Pam Smith
The Children’s Learning Center (CLC) continues to serve the children of students, staff,
and alumni by providing a theme-based curriculum for children enrolled in the Center.
The following table details the Children’s Learning Center’s enrollment for FY 2011-12:
Semester
Summer 2011
Fall 2011
Spring 2012
Beginning
Enrollment
45
60
52
Ending
Enrollment
47
56
43
Activities occurring during the fiscal year include:
 All CLC staff received CPR re-certification in August 2011
 Staff participated in the KC Family Reunion & Open House in October by
providing tours and promoting the CLC.
 In November 2011 the CLC passed an on-site review of the Illinois State Board
of Education Food Service Program.
44




The 5-Year Operational Plan for the Children’s Learning Center is being
reviewed and updated. The content of the plan will provide more comprehensive
objectives relative to improving the financial performance of the Center to
include, but not limited to, growth in enrollment, marketing, and review of
expenses.
In January 2012 the Illinois Department of Children and Family Services
conducted an unexpected inspection after which no violations were noted.
The CLC has begun the process of implementing a new curriculum and staff
participated in on-site training provided by Project Child staff.
The CLC continues to work closely with educational programs on campus by
providing an opportunity for students in those programs to interact with the
children at the CLC. The educational programs include: Early Childhood, Dental
Assisting, Cosmetology, Criminal Justice, Associate Degree Nursing, and Child
Psychology.
MAILROOM
KEY PERSONNEL
Ron Kwiatkowski, Cheryl Johnson
The process of charging departments for their mailings has now been implemented.
Each department is now charged for their mail and monthly billing is submitted to the
Business Office.
Ron Kwiatkowski continues to work with staff on campus to ensure campus mail is
processed economically and efficiently.
The Mailroom processed 169,088 pieces of outgoing mail and 63 bulk mailings.
Incoming freight processed for the fiscal year was 4,443 pieces, which represents an
increase of 1,347 packages from the previous year. Also, this year the Mailroom
partnership with UPS has saved KC $3,500 in shipping costs.
PRINT SHOP
KEY PERSONNEL
Malia Boozer, Beth Baggett
The Print Shop continues to serve faculty and staff with printing needs. During FY
2011-12, the Print Shop completed 6,663 job tickets. Print Shop sales for the same
period was $275,220.
45
CAFETERIA
KEY PERSONNEL
Joyce Meyer, Kristin Williams
Due to requests and suggestions received from student forums held during the Fall
semester, the Cafeteria has adjusted several menu items and pricing. The adjustments
include:




Hot dogs were added to the daily menu
Added additional sugar-free items to the daily menu
o Sugar-free pudding cups
o Sugar-free Jello cups
o Sugar-free chocolate chip cookies
Added additional items to the $1 menu
o Mini burger
o Bosco sticks
Added additional menu items:
o Jr. KC Slam
o Small vegetable bowl
o Tropical fruit parfaits
o Expanded assortment of Frito Lay products
The Cafeteria continues to offer a refillable mug. The mug can be purchased for $3.25
with refills of coffee, tea, or soda for $.50.
During the Fall 2011 semester, the Cafeteria held two drawings. The first drawing was
for several ice chests provided by Coca-Cola. The second drawing was for 2 large
teddy bears also provided by Coca-Cola.
The Cafeteria underwent two surprise inspections by the Clinton County Health
Department. The Cafeteria received a score of 99 after the first inspection in December
2011. The second inspection was conducted in June 2012 resulting in a score of 100.
Patrons can still purchase $20.00 worth of cafeteria tokens for $18.00. These tokens
continue to be popular among students, faculty, and staff.
46
CATERING
KEY PERSONNEL
Sandy Taylor, Laura Hudson
The following table details the number of events and guests served by the Catering
Department during fiscal year 2011-12:
Month/Year
July 2011
August 2011
September 2011
October 2011
November 2011
December 2011
January 2012
February 2012
March 2012
April 2012
May 2012
June 2012
Totals
Number of
Number
Catered Events of Guests
31
1,820
47
3,107
44
3,626
35
2,121
47
3,032
40
2,684
48
4,078
45
3,034
44
3,198
44
4,367
49
4,132
31
1,699
505
36,898
Additional accomplishments throughout the fiscal year include:


The Catering Department received certificates of accomplishment for the catering
services provided to the WYSE Academic Challenge, A Feast of Song at
Christmastide, and the Celebration of Diversity.
All Catering staff have current Illinois Food Service Sanitation Licenses.
47
SAFETY AND SECURITY
ANNUAL REPORT – JULY 2012
KEY PERSONNEL
Deana Belcher, Director; Steve Donoho, Darrel Gordon, Lavern Holtgrave, Don
Marshall, Vicki Massaro, Ron Perkins, Jay Perry, and Josh Adkins










Officers completed their annual CPR/AED training.
Shuttle transportation was provided by officers during events such as the
Enduring Freedom Celebration, concerts, Season of Entertainment events, KC
Family Reunion and Open House, and various other activities that took place on
campus.
Officers assisted with the yearly inspection of the fire safety equipment located
on campus as well as those at the Education Centers and the Crisp Technology
Building.
A campus-wide fire alarm drill was conducted in October 2011.
The department assisted students, employees, and visitors with 27 vehicle
unlocks, 33 jumpstarts, and several lost and found items.
The Annual Campus Security Report was revised in order to maintain
compliance with State/Federal Regulations; the updated information is available
to the public, students, and employees in October 2011. The report outlines and
details several state/federal guidelines and information is disclosed concerning
crime on/around the campus and other college properties. Training was provided
to the Campus Security Authorities concerning their responsibility for reporting
any occurrence of certain criminal offenses that they are made aware of.
Along with the assistance of the IT Department, a surveillance security system
was installed in the Bookstore.
Developed and implemented a new system for keeping the College fleet
maintained, inspected, and detailed.
Part-time Safety and Security officers were hired to provide assistance and a
safer atmosphere at the Education Centers.
Student parking permits were distributed to the new students for the spring and
summer semester.
48
PHYSICAL PLANT
ANNUAL REPORT – JULY 2012
KEY PERSONNEL
Phil Ellrich, Director; Laura Finley, Alysha Ruepke, Barbara Sosa, Betty LaBelle, Bill
Emery, David Langenhorst, Don Lewis, Dwight Snyder, Ed Parker, Frank Ioerger, Gary
Hopper, Gary Shanafelt, Glenn Stanley, Ivan Neabuhr, Jason Cavaletto, Jim
Kampwerth, Jim Walter, Mark Lee, Matt Szatkowski, Randy Cole, Richard Pawlisa,
Rodney Saeger, Ron Casseday, Ron Dennison, Terry Koch, Timothy Barwald, Todd
Lewis, and Tom White
The Physical Plant Department continues to actively support the Mission of the College
by providing timely, efficient maintenance projects and repairs, and high quality building
and grounds services. The following is a list of major initiatives taken beyond the day to
day duties of the Physical Plant Staff.
PROGRAM SET UPS
Building and Grounds staff work in conjunction with numerous local, community, and
regional entities to provide facilities and services for a wide variety of programs and
functions. This effort continues to ensure that Kaskaskia College provides educational,
technical, and cultural opportunities to residents of the district. In FY 2011-12 a total of
45,261 students, staff, faculty, and patrons of the College were served through program
set ups completed by Building and Grounds Staff.
PROJECTS




Carpet replacement in Library and second floor AD buildings will be projected for
cost and scheduling utilizing carpet tiles and Physical Plant personnel.
An energy management plan in conjunction with DcOE/EE-0312, “Guidance for
Electric Metering in Federal Buildings” will be reviewed to help identify previous
invisible savings opportunities in utilities.
Landscaping work to be conducted around main campus during seasonal
periods.
No Smoking areas (2) to be designed, cost estimated and approved for
construction by Physical Plant personnel.
49
ARBORETUM
To date two hundred eighty-seven (287) trees have been planted on the main campus
with shrubbery being introduced alternately. Arboretums at Salem constitute five (5)
trees with Vandalia Campus currently having eleven (11) trees planted to date.
KC RECYCLING
In conjunction with the newly formed Green Team for sustainability, additional locations
of recycle bins will be forthcoming, as well as, a portable unit to be moved around Main
Campus for collection of recycling items.
50
CAPITAL PROJECTS
ANNUAL REPORT – JULY 2012
KEY PERSONNEL
Nancy Kinsey, Vice President of Administrative Services; Donna Matanane
PROJECTS COMPLETED IN FY 2011-12

Renovation of North Biology Lab Phase III

Renovation of Agriculture Lab

HVAC Improvements (PHS)
o Gym Air Handler Replacement
o HB Air Handler Controls
o Zone Pump Replacement
o Heating System Improvements

Water Valve & Fire Hydrant Replacements

Stairwell Renovations Phase I

Auditorium Stage Improvements
o New curtains
o New rigging
o New electronic system for raising and lowering the light bars

HVAC improvements at Crisp Technology Center

Fitness Trail

Sports and Activities Facility – Flooring
PROJECTS UNDERWAY IN FY 2011-12

HVAC Improvements – Library (CDB)

Science Lab Remodeling Phase IV - Microbiology

Restroom Renovations Phase II
51

Physical Plant Equipment Storage Facility

Veterans Tribute

Vandalia Education Center Phase II (CDB)

Renovation of Science Faculty Offices

Trenton Expansion and Renovation

Art in Architecture Project outside the Dee and Sue Boswell Art Gallery (CDB)

Art in Architecture Project at Vandalia Education Center (CDB)
FUTURE PROJECTS

Nashville Education Center

Crisp Technology Center Expansion and Renovation

Nursing Facility

Agriculture Facility (arena, labs, classrooms)

Sports & Wellness Complex Phase II (dressing/locker rooms)

Stairwell renovations (future phases)

Replacement of sidewalk lights

Restroom renovations (future phases)

Install automatic door openers

Science lab renovations (future phases)

Replace emergency lights/signs

Install ADA-compliant room signage

Replace pedestrian bridge (L/AD)

Replace air handlers in Fine Arts Building

Replacement of unit ventilators

Replacement of lighting and ceilings in office and locker rooms in gymnasium
building

Security Enhancements

Video Surveillance Security System

Development & implementation of an energy management plan
52
FOUNDATION RESPONSIBILITIES
IN ADMINISTRATIVE SERVICES
ANNUAL REPORT – JULY 2012
KEY PERSONNEL
Nancy Kinsey, Mary Jo Jones and Donna Matanane
















Donations/current fundraising receipts prepared for data entry and tracking in
Datatel system
EXCEL spreadsheets maintained for each scholarship and miscellaneous
accounts
All KCSA Memberships processed and entered into Datatel
Title III grant matching funds and interest tracked and managed.
Pledge records for Foundation maintained and updated as required for audit
All payroll deductions reconciled to contribution spreadsheet
Foundation checking accounts, trusts and CD’s reconciled monthly
Scholarship awards compared to scholarship invoices (to ensure Foundation is
accurately billed)
Prepared check requests for all Foundation payables
Generated reports for Veterans Tribute, Sports & Wellness, Friends of the Fine
Arts, Golf Tournament and various other reports as requested. Some are
prepared in conjunction with Suzanne Ardnt,
Datatel Journal entries are created and entered in Datatel for interest, trust
expenses and market changes monthly
New campaigns/designations set up in Datatel as needed
General ledger account numbers for all Foundation accounts are maintained
Provided assistance with Foundation Annual Meeting and Scholarship Dinner
Prepared bank requests for CD rates and recorded information in spreadsheet
for investment team review at quarterly meetings
Organized US Bank Trust information for investment team meetings
53