Subject: The Budget Process at SUNY New Paltz

Date: Fri, 23 Apr 1999 14: 16: 24 -0400

From: "Budget, Goals and Plans Committee (Peter Brown)" <Brownp@ lan. newpaltz. edu>

After two years of consultations, a new budget process for the college has been developed by the Budget, Goals and Plans Committee, in conjunction with the Cabinet. It was approved by both earlier this month and will begin to be implemented later this year.

Our goals are to make the budget process at SUNY New Paltz more inclusive, consultative and transparent. Nearly all members of the College community will be affected by the new process.

For some it may mean a little more work, for others it may mean a little more resources. For everyone it should mean a lot more information and a far greater understanding of the budget process.

The full text of the document follows below:

------------The Budget Process at SUNY New Paltz

I. College Level Process

1) At the College Faculty meeting held in May, the Administration will issue a planning budget for the upcoming fiscal year. The President and Vice Presidents will explain the upcoming year's planning budget and answer questions about it, as well as about the current year's budget. Among specific items to be addressed are current and projected enrollments, SUNY funding, and the linkage between the planning budget and the Strategic Plan.

2) At the College Faculty meeting held in November, the Administration will issue an end-of-the-year financial statement for the fiscal year that ended the previous June 30, comparing actual spending with the originally proposed planning budget. The President and Vice Presidents will discuss both the lapsed and the current operating budgets. They will also issue an updated report on the current and future capital projects' five-year plans.

3) The Budget, Goals and Plans committee will submit an annual report to the Faculty. In preparing its report, the Committee will solicit and consider comments as to the appropriateness of allocations, as well as the effectiveness of the process.

II. Division of Academic Affairs Process

The annual budget process for the Division of Academic Affairs will consist of the following actions and conform to the following time-line:

II. A. Identification of Full-Time positions (PSR) for the next fiscal year

1) In late August, the VPAA will solicit from deans/ directors their priorities for full-time positions (faculty and staff) to be filled in the next academic year.

2) In early September, department chairs will circulate invitations to comment on full-time positions to be filled in the next academic year to all department members. Requests for PSR will be prepared by department heads and discussed at department meetings. These requests will include justifications in terms of department and College missions, with reference to current and projected enrollments. Minutes of such meetings will be maintained and transmitted with the budget requests.

3) By late September, requests for full-time positions will flow from department chairs and units to deans/ directors. Deans will consult with department chairs and units to determine priorities.

4) By early October, deans/ directors will communicate their hiring priorities to the VPAA, who will have projected the resources that should be available for PSR staffing in the next academic year.

5) By October 15, the VPAA will communicate his list of PSR hiring priorities to the President and the Cabinet, the deans/ directors, department chairs, the Budget, Goals and Plans Committee and other appropriate governance bodies. This list of PSR hiring priorities will include a rationale linked to the College's Mission and Strategic Plan, with reference to current and projected enrollments.

II. B. Review of Temporary Service (PST) for the current fiscal year

1) By late October, the VPAA will solicit from deans/ directors their Temporary Service commitments for part-time faculty and other Temporary Service positions for the current fall term, as well as their projections for expenditures in the spring term.

2) By late November, deans/ directors will consult with their department chairs and units to determine their Temporary Service expenditures and projections for the remainder of the current budget year.

3) By December 1, deans/ directors will communicate to the VPAA their assessment of Temporary Service expenditures and projected needs for the current budget year, as well as their priorities for meeting those needs.

4) By December 15, the VPAA will communicate his list of Temporary Service priorities for the current budget year to the President and the Cabinet, the deans/ directors, department chairs, the Budget, Goals and Plans Committee and other appropriate governance bodies. This list of PST hiring priorities will include a rationale linked to the College's Mission and Strategic Plan, with reference to current and projected enrollments.

II. C. Identification of Part-Time positions (PST) and OTPS for the current and next fiscal years

1) In January, the VPAA will review with directors/ department heads the PST and OTPS expenditures for the first half of the current budget year, identify uncommitted funds, and solicit priorities for their expenditure.

At this time, the VPAA will also solicit requests for part-time positions (PST) and OTPS needed in the next budget year. The final current-year's Temporary Service and OTPS budgets will serve as the planning basis for the next year's budgets.

2) In early February, deans/ directors consult with chairs regarding the Temporary Service (PST) and OTPS needs for the current and next fiscal years.

3) In February, department chairs and unit heads will consult with members of their departments/ units to determine PST and OTPS priorities for next year's budget request. Departments will follow the process described in II. A. 2. above.

4) By March 1, requests for Temporary Service positions and OTPS funds will flow from department chairs and units to deans/ directors. Deans will consult with department chairs and units to determine priorities.

II. D. Development of the Academic Affairs Budget Model for the next fiscal

year

1) In March, the VPAA will hold budget review meetings with all deans/ directors, who will present the PSR, PST and OTPS budgetary needs of their departments and units for the next fiscal year.

2) By April 15, the Office of the VPAA will develop a budget model for the next fiscal year that incorporates the OTPS and Temporary Service priorities of the deans/ directors and includes the PSR decisions made in October/ November, with any revisions made in the March budget review meetings.

3) The Academic Affairs budget will communicate the priorities of the VPAA for the next fiscal year to the President and the Cabinet, the deans/ directors, the Budget, Goals and Plans Committee and other appropriate governance bodies. It will include a rationale linked to the College's Mission and Strategic Plan, with reference to current and projected enrollments, as well as document the priorities of department chairs, unit heads, deans and directors that are not recognized as high priorities in the final Academic Affairs budget.

4) A final version of the Academic Affairs budget model will be incorporated into the College budget to be presented at the meeting of the faculty in May.

III. Budget Process for the Divisions of Administration, Advancement, Enrollment Management and Student Affairs

The annual budget process for the Divisions of Administration, Advancement, Enrollment Management and Student Affairs will consist of the following actions and conform to the following time-line:

III. A. Identification of Full-Time (PSR) and Part-Time positions (PST) for the next fiscal year

1) Immediately after the first pay period in April, after negotiated increases have been paid, the VP for Administration will distribute lists of positions by department to each VP.

2) Each VP will consult with director/ department heads to determine priorities for PSR and PST positions to be budgeted in the next fiscal year.

3) By April 30, in consultation with the VP for Administration, each VP will develop a proposed PSR and PST budget for review by the President, the deans/ directors, department chairs, the Budget, Goals and Plans Committee and other appropriate governance bodies.

III. B. Review of OTPS Allocations for the current and the next fiscal years

1) In early February, each VP will review with directors/ department heads the OTPS expenditures for the first half of the current budget year, identify uncommitted funds, and solicit priorities for their expenditure.

2) During February, directors/ department heads will consult with members of their staff to review current year OTPS, to recommend priorities for the remainder of the budget year, and to recommend OTPS priorities for the following budget year.

3) In March, each VP will meet with directors/ department heads to discuss current OTPS priorities and needs for the upcoming fiscal year.

4) By April 30, in consultation with the VP for Administration, each VP will develop a proposed OTPS budget for review by the President and the Cabinet, the deans/ directors, department chairs, the Budget, Goals and Plans Committee and other appropriate governance bodies.

III. C. Development of final budget models for the next fiscal year

1) Final versions of the Administrative Affairs, Advancement, Enrollment Management and Student Affairs budget models will be incorporated into the College-wide planning budget to be presented at the meeting of the College Faculty in May.

Approved by the Cabinet and the Budget, Goals and Plans Committee, 4-12-99