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Southeast Arkansas College |
Chapter Five |
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1999-2000
NCA Self-Study for |
During October of 1999, various constituents of the College including administration; faculty and staff; the General Advisory Council and Program Advisory Committees, composed of community leaders; Board of Trustees members; and selected student leaders completed a comprehensive self-study questionnaire. There were 108 respondents to the survey. The following results were indicated pertaining to the College's human, financial, and physical resources:
| 87% | believe the leadership at the College is knowledgeable and has the strength to preserve Southeast Arkansas 's integrity and steer it through any challenges or problems. (5%-No, 8%-Uncertain) |
| 47% | believe the College's physical plant and facilities were adequate to accomplish its Purposes. (28%-No, 25%-Uncertain) |
| 45% | believe the College has adequate security/safety measures. (21%-No, 34%-Uncertain) |
| 65% | are aware of the existence of the Southeast Arkansas College Foundation and its Purposes. (25%-No, 10%-Uncertain) |
| 61% | believe that the Southeast Arkansas College Foundation can be developed into a strong financial support system for the College. (2%-No, 36%-Uncertain) |
| 90% | believe the College has the potential for sufficient numbers of students enrolled to meet the Institution's stated educational Purposes. (1%-No, 9%-Uncertain) |
| 82% | believe the buildings and grounds upkeep at the College is adequate. (8%-No, 9%-Uncertain) |
| 61% | believe the College's academic resources and equipment (i.e. Library, Learning Lab, technical labs, computer labs, and science labs) are adequate to support the Institution's Purposes. (18%-No, 21%-Uncertain) |
| 82% | agree with this statement - "Southeast Arkansas College is quite possibly the best higher education buy in Arkansas." (6%-No, 11%-Uncertain) |
Based upon these results and follow-up deliberations within the College, the faculty and staff focused the self-study process on highlighting accomplishments, resolving apparent incongruities, and acknowledging areas for improvement. Creating research opportunities and action plans to address the challenges facing Southeast Arkansas College became the primary emphasis of the self-study.
Perception of Human Resources: Institutional Climate
Faculty members have support from their colleagues. The faculty members develop opportunities for interaction and build relationships with their students and each other. Through the 1999-2000 NCA Self-Study process, the College recognized that the responsibilities in all full-time positions are too numerous for efficient and effective execution with the current count of employees. The workloads for instructors are demanding, limiting their opportunities for adequate course preparation, innovation, academic advisement, professional development, and team building, all of which impact student learning and employee satisfaction. This perception is one focus of the 1999-2000 NCA Self-Study. The evidence contained in this section documents workload as an opportunity for improvement. The College is commended for hiring an exceptionally well-qualified faculty and professional, administrative, and support staffs.
Organizational Structure and Processes
The Arkansas Department of Higher Education, through the Arkansas Higher Education Coordinating Board, serves as the managing body for all publicly supported community colleges, technical colleges, and universities in the State of Arkansas. Its role consists primarily of budget consolidation and presentation to the State Legislature, establishment of general standards, and program approval and review. The Southeast Arkansas College Board of Trustees, appointed by the Governor, establishes and defines policies relating to the governance of the Institution. The Board of Trustees localized the Arkansas Higher Education Coordinating Board policies pertaining to two-year technical colleges. The local policies are contained in the Southeast Arkansas College Faculty/Staff Handbook. The President of the College, reporting directly to the Board of Trustees, is authorized to implement policies and procedures, to ensure compliance with directives, and to direct the overall functions and services of the College as specified by the Board. A copy of the Southeast Arkansas College Faculty/Staff Handbook is available for review in the Resource Room.
The Governor of the State of Arkansas appoints the College's seven trustees. The Board holds bi-monthly meetings with College administrative personnel providing direction for the College, upholding the Mission and Purposes of the institution, and maintaining the College's objectives. Members of the Board of Trustees possess leadership; professional, business, and educational knowledge; and community service experiences, which enhance their policy-making role for the College. State law requires that trustees acquire eight (8) hours of continuing education annually. Profiles of the Board of Trustees and documentation on Trustee in-service training are available in the Resource Room.
The College has established a system of comprehensive and coordinated councils, committees, and senates intended to facilitate the operation of the institution and carry out its Mission. The suggestions and proposals submitted by the College's councils, committees, and senates make possible a system of shared governance to provide knowledge and experience that is essential to planning and administrative processes. A full description of the composition and function for each council, committee, and senate is in the College's 1999-2000 Council, Committee, and Senate Handbook. These groups are:
Southeast Arkansas College is commended for maintaining a framework for shared governance.
Southeast Arkansas College uses an instructional division design to facilitate, among other functions, educational program development and implementation, hiring and supervision of faculty, and student advisement. The three primary instructional areas are General Studies, Nursing and Allied Health, and Technical Studies and Workforce Development. A dean heads each division. A dean also leads the Library and Learning Resource Center and directs the College's distance learning offerings. Together this team works with the Vice President for Instruction and Assessment to advance the College's Mission and Primary Purposes as they relate to programs of high collegiate rigor, access to higher education, technical education, developmental education, and university transfer courses.
During the 2000 spring semester, Southeast Arkansas College employed 42 full-time faculty members and 74 part-time faculty members. Southeast Arkansas College hired five full-time instructors during the 1999-2000 academic year to better serve the needs of the growing student population. The College plans to hire up to 13 new faculty members during the 2001-2003 biennium as needed to meet program and enrollment demands if adequate funding is secured.
The full-time faculty is 50% female and 50% male, 31 Caucasian and 11 minorities. Ages range from 24 to 64. The faculty members represent a wide and varied range in educational preparation and related work experience. Full-time faculty members meet or exceed NCA and Arkansas Department of Higher Education standards for instructors in two-year colleges. Many instructors have continued their academic preparation receiving advanced degrees since the College's 1995 North Central Association Initial Accreditation. The highest degrees earned by the Southeast Arkansas College faculty are five (5) at the Doctoral level, 23 at the Master's level, eleven (11) at the Bachelor's level, and three (3) at the Associate Degree level.
The College relies on an academically prepared and technically proficient adjunct instructor base. These part-time instructors complete the eclectic pool of faculty and bring real world experiences into the classroom. During the 1999 fall semester the College employed 74 adjunct instructors with eleven (11) teaching in the Nursing and Allied Health programs; seventeen (17) teaching in the Business, Engineering, and Public Services Technologies; and forty-six (46) in the General Education/University Transfer program. Collectively, the adjunct instructor base was responsible for instructing 43% of the student semester-credit-hours generated during that term.
Classified Personnel Evaluation Process
The employee's immediate supervisor makes an annual evaluation of the performance of each classified employee. This evaluation, written on a standard state form, includes an examination of personnel relationships, job competency, performance of assigned tasks, and personal habits. The supervisor discusses the evaluation with the employee, upon employment, informing the employee of the criteria used. This evaluation occurs initially following a six-month probationary period and, thereafter, during the month before the employee's employment anniversary date. Copies of the evaluation are given the employee and submitted to the personnel office for placement in the employee's permanent record. Should the employee wish to have a review of the evaluation, a written request is made to the President.
Administrative and Professional Staff Evaluation Process
Each spring the faculty and staff evaluate their immediate supervisor using a 20 item sliding scale survey. Members of the Executive Committee also evaluate their fellow administrative team members. The survey items address each individual administrative and professional staff person's knowledge and understanding of and ability to further the College's Mission and Primary Purposes. The President reviews the results of this annual appraisal with the persons evaluated. Each person then reflects upon their perceived areas for improvement and formulates a plan to better their performance. These professional improvement plans may result in requests for training, mentoring, team building or other actions designed to increase the recipient's awareness and abilities. A copy of the 1999-2000 Administrative and Professional Staff Evaluation Survey is available in the Resource Room.
As a part of the College's evaluation for improvement program, students are requested to complete a "Student Evaluation of Instruction" survey for each class each semester. The students rate the instructor anonymously on 20 criteria related to teaching and learning. On a 5-point scale, the overall average for the faculty was 4.48 during the 1999 fall semester. On particular criteria, faculty ratings ranged from 4.25 to 4.69. A copy of the evaluation form is on file in the Resource Room.
Each Division Dean observes and evaluates individual faculty members in lecture and lab teaching situations. The Dean and faculty member discuss both the student evaluation results and the teaching observations. Suggestions are made where improvement in teaching delivery is needed. Topics for professional staff development are gleaned from this process.
Southeast Arkansas College places high priority on faculty compensation and has consistently increased the base salary of beginning instructors. The goal of the senior administration has been to maintain an average faculty salary equal to or exceeding the median salary among two-year state-supported colleges. The average salary for Southeast Arkansas College faculty during 1999-2000 was $35,351. This compares with an Arkansas two-year college mean salary of $35,687. The statewide median faculty salary during 1999-2000 was $35,249. The College is commended for maintaining a competitive faculty salary schedule. A copy of the salary schedule and compensation policy can be found in the Faculty/Staff Handbook available in the Resource Room.
Teaching Load, Overload & Special Non-Teaching Assignments
Southeast Arkansas College has written policies defining the full-time faculty teaching load, teaching overload, summer session teaching load, and special non-teaching assignments. The College strives to employ the most qualified instructors and build a competitive compensation package while preserving sound fiscal responsibility. Teaching loads were established to accomplish this goal. The current teaching load is 15 to 18 credit hours per semester depending upon the number of course preparations involved for the individual faculty member. The 1999-2000 NCA Self-Study analysis of statistical data pointed to the need to review instructor workload policies.
The Criterion II NCA Committee conducted a survey of 19 Arkansas two-year colleges to determine standard teaching loads. The most frequently adopted standard load was 15 semester credit hours per fall and spring semesters equating 30 semester credit hours for the academic year. Two exceptions were a college with 22 to 24 credit hours in technical courses or 15 credit hours in general studies courses constituting a full teaching load and a college with 15 to 18 credit hours per semester, which is the same as that of Southeast Arkansas College.
The 1999-2000 NCA Self-Study Departmental Self-Evaluation conducted in January of 2000 revealed a challenge to the College concerning the teaching loads and inadequate preparation time as perceived by the full-time faculty. The NCA Criterion II Committee surveyed the faculty about workloads. The survey results indicated that:
| 74% | of the faculty responding to the survey believe that "So many secondary tasks are assigned to me, that I am unable to do my main job properly." |
| 80% | of the faculty responding to the survey believe that "My workload is such that what could be a pleasant job is made unpleasant." |
It is recommended that the College review teaching loads, workloads, job descriptions and work responsibilities of all employee groups to determine the need for additional employees to effectively fulfill responsibilities. It is also recommended that the College fulfill its commitment to Excellence in Education and a Quality Work Environment as expressed in its declaration of College Values by supporting fair and equitable faculty and staff workloads, applied institutional and classroom research, and professional development.
Faculty and Staff Professional Development
The College has a professional development program which includes a Professional Growth Plan recommended by the Arkansas Department of Higher Education that encourages faculty members to continue their education, productivity, and training in their respective disciplines. With this view to professional growth, members of the administrative and professional staffs regularly attend conferences and workshops. In 1998-1999, collectively they attended 50 conferences and workshops.
Administrative and professional personnel and faculty hold individual memberships and serve in leadership positions in a variety of local and national professional and civic organizations. The College also holds institutional memberships that enhance professional development for administrators, staff, and faculty. Several employees have presented workshops and in-service training events at the state level. Faculty and staff have limited release time from their instructional and administrative responsibilities making attendance at conferences and workshops off campus difficult. It is recommended that the College increase relevant on-site training and professional development opportunities, including areas such as customer service, teaching in a two-year college, and others as indicated through the College's formal employee evaluation process.
Hiring Procedures and Orientation of New Employees
All open positions are advertised in local and state-level newspapers, the State of Arkansas on-line job announcement web site, and on a national level when necessary. Each position is filled using a search, screening, and selection committee process. The Board of Trustees takes final action on all hirings.
Current orientation procedures focus on acclimating new employees to the business aspects of employment such as employment benefits, internal communication, and use of required forms. Each new employee receives a copy of the current College Catalog and Student Handbook, current Faculty and Staff Handbook and Administrative Bulletins, a job description, and a campus tour.
The By-Laws of the Southeast Arkansas College Board of Trustees contain polices and procedures as determined by federal and state law and local directives governing the College. Other established personnel policies are published in the Faculty/Staff Handbook. Policies relating to student concerns are published in the College Catalog and Student Handbook and Safety and Security Handbook. All of these publications are available to the public upon request and will be available to the visiting team in the Resource Room.
Communication Within the College
Types of communication utilized at the College include fall and spring convocations, e-mail and printed memoranda; calendar of events; meetings/minutes of councils, committees and senates; campus bulletin boards; newsletters; telephone system; two-way radio systems; facsimile machines; and employee interaction. Administrative printed or electronic memoranda are used to disseminate and request information from faculty, staff and/or students within the College. The telephone system is an integral part of the campus communications system. A two-way radio system is utilized to maintain contact between Buildings and Grounds personnel and designated contacts in all buildings. Although many communication tools are in place at the College, effective communication in support of decision-making and day-to-day operation is sometimes lacking. It is recommended that the College improve its internal communications processes.
The Executive Assistant to the President serves as the College's Public Relations Officer and is responsible for dissemination of public information, external publications, and advertising. The President's Administrative Assistant aids in issuing news releases to local and area newspapers.
The College advertises in major service-area newspapers, billboards, local/state radio and television stations, telephone directories, printed programs of community events, Chamber of Commerce Membership Directory, local high school annuals and programs, booths at the Chamber Business Expo and Southeast Arkansas Fair, and the city map published by the Chamber of Commerce. Other public relations activities include participation in community service organizations and presentations made to local organizations. The Office of Student Services recruits prospective students and distributes Southeast Arkansas College catalogs and brochures to area high schools and businesses. The Pine Bluff Commercial, the local newspaper, reports on the meetings of the Board of Trustees.
In 1997, the College established an Internet site that serves as a marketing medium, public relations tool, and an information/learning site for enrolled students. The site, http://www.seark.org, provides all the information necessary to become knowledgeable about the College, its programs, course offerings, and services. The Workforce Development Center manages the site.
Section II: Student Services and Support Programs
The Vice-President for Student Services and Registrar supervises the student personnel and oversees the student admissions records and support programs of the Student Services Office. The Student Services staff currently includes a secretary, admissions and enrollment management coordinator, counselor, two financial aid officers, Job Placement Officer, two data entry specialists, Information Center secretary, and a half-time institutional research officer. These employees strive to assist students in becoming successful learners by helping them develop to their fullest potential.
Counseling services assist students to determine and attain educational, career, and personal goals through a counselor/student interview process. Students are encouraged to discuss with the counselor any situation that is detrimental to their academic success or personal well being. The Southeast Arkansas College Catalog and Student Handbook is reviewed with the student to ensure that support services are explained. Referrals are made to the Financial Aid Officers, lead faculty member of a particular program area, or the academic tutoring program as needed. The Counselor, using placement test scores and expressed student interest, assists in student enrollment in appropriate courses and programs. The student is assigned to a faculty advisor once a major area of study has been selected.
The counselor's office is open until 6:00 p.m. Monday through Thursday to accommodate evening students. However, with the rapid growth in student enrollment and the resulting demand for counseling services, current services are inadequate to meet the need. A new position for an Admissions Counselor has been budgeted for the 2000 fall semester.
Testing and Placement Services
Arkansas State law requires all students enrolling in state supported colleges and universities to demonstrate mastery of basic skills in reading, writing, and mathematics. First-time entering undergraduate students must meet placement standards prior to enrollment in English composition or college-level mathematics courses. These placement standards are outlined in the Southeast Arkansas College Catalog and Student Handbook.
The College requires ACT, SAT, COMPASS or ASSET, placement test scores. The Counselor is responsible for academic placement testing administered day and evening on campus. The ASSET is administered over 50 times a year, the ACT five (5) times, and the COMPASS on demand. The College is commended for the frequency and use of admissions testing services. The College also administers the Rising Junior Exam (CAAP) for those students advancing to four-year colleges or universities, the Test for Adult Basic Education (TABE) for adult education placement, and DISCOVER for career guidance.
Several financial aid programs from federal, state, local, and private sources are available for students who qualify. Pell Grant, Stafford Student Loan, Veterans Educational and Vocational Rehabilitation Benefits, Workforce Investment Act (WIA), Arkansas Student Assistance Grant, Arkansas Academic Challenge Scholarship, Arkansas State Rehabilitation Services, Arkansas Human Development Corporation, Governor's Commission on People with Disabilities, Single Parent Scholarship, State Nontraditional Scholarship, and various private business and industry scholarships are available. In 1994, the College Board of Trustees approved the awarding of a Southeast Arkansas College Trustee Scholarship to one eligible graduate from each of the 19 high schools within the College's service area. The Board expanded the scholarship program to include Non-Traditional Scholarships for students age 25 and over. These tuition scholarships are renewable for full-time degree- or certificate-seeking students.
Southeast Arkansas College has realized a significant increase in financial aid awards in the eight academic years since becoming a college. This increase necessitated the employment of an additional full-time Financial Aid Officer in the fall of 1997. The staff has made a concerted effort to inform the current and prospective students of financial aid availability. Yet, the results of the 1998 spring Student Satisfaction Survey indicated that students are not aware of all financial aid resources. It is recommended that the College ensure the Financial Aid Office's promotion of all forms of available student financial aid including scholarships such as the Governor's Academic Challenge Scholarship, Southeast Arkansas College Trustee Scholarships, and business and industry sponsored scholarships.
The number of Federal Pell Grants awarded for 1998-1999 academic year reflects a 76% increase over the 1997-98 year. The College's 1998-1999 student loan default rate was 8.1%. (See Chapter Two: General Institutional Requirements, GIR 21.) The Financial Aid Office has instituted a number of proactive measures in an effort to maintain the default rate below 10%. A description of these actions is available for review in the Resource Room.
Job Placement and Career Center
The Job Placement Officer conducts regularly scheduled interviewing and resume writing seminars for all interested students. This office provides career counseling, information, and assistance to students seeking both part- and full-time employment during their enrollment at the College or as preparation for their upcoming graduation. The Job Placement Officer works closely with the human resource departments of local businesses and industries to publicize current and future employment opportunities, match potential candidates to these positions, and follow-up on their performance once hired. The Job Placement Officer places qualified students in work-study positions with the College.
The Job Placement Officer conducts an annual survey of employers with respect to the previous year's graduates in their employ. The College's graduates have achieved an average job placement rate of 98% from Fall of 1994 to Spring of 1999. The College strives to reach this benchmark with each graduating class. A copy of the Employer Survey and the annual Job Placement reports are available in the Resource Room. The College is commended for its success in job placement for its graduates.
The faculty and staff are committed to developing a strong, effective academic advisement system which assists students in exploring their potential, clarifying their educational goals, and discovering the best means of achieving these goals. The academic advisor assigned by program area, serves as the coordinator of the student's educational experience. Faculty participation in this process is an integral part of the College's commitment to provide both general information and expertise in specific career fields. Results of a Student Satisfaction Survey conducted in the spring of 1998 indicated that students were unclear of the functions and services provided through academic advising. This survey and its results and conclusions are available for review in the Resource Room. It is recommended that the College review its current academic advisement procedures to ascertain the effectiveness of the program including: advisor training, faculty advisors' access to student records, assignment of students to the appropriate advisor by program area, and accuracy of information shared in advisement sessions.
Services for Disabled Students
Southeast Arkansas College complies with the requirements of the Americans with Disabilities Act. Students with documented learning and/or physical disabilities, request necessary accommodations through the Counselor. The faculty and staff maintain flexibility in their interactions with all students to maintain the student's focus on academic growth.
Extracurricular Activities/Services
Students are encouraged to develop clubs and organizations to create a sense of community. Presently, there are five: Phi Beta Lambda of the Future Business Leaders of America; ALPNA-LP, an organization for nursing students; a chapter of the Phi Theta Kappa honor society; the Southeast Arkansas College Student Ambassadors; and the Student Senate. The Ambassadors assist with registration, special events, and student recruitment. The Student Senate actively participates in and sponsors many student functions and exhibits model commitment to and support of the College and student body. The Student Senate is commended for its involvement in promoting the enhancement of student life on campus. The Institution anticipates the development of more student organizations as student enrollment continues to increase.
During the academic year the College sponsors art exhibits, children's theatre, lecture series, the Spring Fling Festival, and special musical functions such as the Quapaw String Quartet of the Arkansas Symphony Orchestra. The College provides free tickets to the Pine Bluff Symphony Orchestra for all interested students through the Student Services office. The College hosts a number of satellite videoconferences, which are attended by students, staff, and community members.
The College has progressed in its student recruitment effort as verified by an enrollment increase of 105% since the 1995 NCA Accreditation visit. Enrollment at the College has steadily increased reaching a headcount of 1,961 college credit students for the 1999 fall semester.
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1999 FALL SEMESTER ENROLLMENT |
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College Credit Programs |
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| Technical Studies | 1,058 | ||
| General Studies | 731 | ||
| Off-Schedule | 172 | ||
| Sub-Total | 1,961 | ||
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Non-Credit Programs |
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| Adult Education (ABE/GED) | 439 | ||
| Welfare to Work | 19 | ||
| Workforce Development Center (ACE) | 319 | ||
| Sub-Total | 877 | ||
| Grand Total | 2,838 | ||
The College has implemented recruitment and retention measures. The employment of an Admissions and Enrollment Management Coordinator has provided the College with the human resource base needed to effectively address student recruitment. Faculty members also make recruitment presentations at area high schools and local businesses as part of the effort.
Student orientation is conducted before the beginning of each semester. Information regarding College policies and services, as well as basic college survival topics, are presented by the Student Services staff, faculty, and administration during orientation. Students' families are encouraged to attend the orientation. The College conducts Distance Education Orientations each semester for students enrolled in courses using alternative delivery such as telecourse, Internet, and compressed interactive video.
The College's Standards for Student Conduct are published in the College Catalog and Student Handbook and are made available to all students. Standards are reviewed, with violations subject to disciplinary action being noted, during the student's initial counseling session and at Student Orientation.
Southeast Arkansas College is an open-access institution requiring either a high school diploma or a GED high school equivalency diploma as basic admission standards. Students not meeting this requirement are counseled to enroll in the College's tuition-free Adult Education program. Under Arkansas State law, Act 1097 of 1991, high school students may enroll concurrently in college while still enrolled in high school. Transfer students applying for admission to the College must submit official transcripts from all colleges and universities where they have been officially registered. Guidelines and admission requirements are in the 2000-2002 College Catalog and Student Handbook.
The Student Services office directs the admissions process. The Office of the Vice-President for Student Services and Registrar maintains permanent student files that include applications for admission, transcripts, registration forms, and verification of immunization. Students may apply for admission, receive academic advice, and register at any time before the beginning of a semester or during the first eleven days of classes.
Three registration periods occur each semester: pre-registration, regular registration, and late registration (during the first eleven days of classes). As student enrollment has grown and courses and programs have expanded, the semester schedule of course offerings has evolved into an extensive document. The early start for pre-registration, extended overall registration period, and continuous revisions of the course schedule has caused inaccurate information to be released to the enrolling students. In order to minimize miscommunication, it is recommended that the College review the process for the development of semester class schedules so that publication may occur well in advance of registration periods.
The tuition refund guidelines are found in the 2000-2002 College Catalog and Student Handbook. Students receiving Veterans' benefits and those enrolled in short-term courses will receive refunds on a pro-rata basis. Tuition for noncredit courses is refundable through the first class meeting.
Section III: Financial Resources
The Legislative Sessions of 1997 and 1999 were beneficial to the two-year colleges in Arkansas. The increase in state revenues has been well utilized by Southeast Arkansas College to meet its goals and objectives. The College is commended for its resourceful and efficient fiscal planning and use of funds.
Numerous state procedures and regulations are in place to ensure proper administrative management of the College's fiscal resources. Accounting procedures are designed to disclose the business/fiscal operations and the financial position of the College. All financial information is presented in a form adopted by the National Association of College and University Business Officers (NACUBO).
Evaluation of the College's financial position takes place at three (3) distinct points. The Business Office conducts daily reviews and provides for adjustment when necessary. The President and Vice-President for Finance and Administration present a monthly financial statement to the Board of Trustees during Board meetings. The Arkansas Legislative Audit Division conducts an annual audit.
The State of Arkansas has a state purchasing regulations manual prepared by the Department of Finance and Administration. All purchases made by the Institution must comply with these regulatory laws. The purchasing official (the Business Manager) manages an established internal procedure for the procurement of goods and services. The Business Manager ensures administrative procedures and controls following the law and the procurement regulations of the State.
The internal accounting system is in accordance with procedures and regulations set by the State of Arkansas. The accounting system includes control of cash receipts, disbursements of funds, accounts receivable and accounts payable, payrolls, and fixed assets. The objectives of the accounting system are:
The business office employs a Vice-President for Finance and Administration, a Business Manager, an Accounting Technician II, a Payroll Officer, an Accounting Technician I, and an Accounts Payable Clerk/Secretary. A cashier's position has been budgeted for the 2000-2001 fiscal year.
The State Legislative Audit Division audits the institution annually to examine and assess the College's system of internal accounting control as well as compliance with applicable state and federal laws, regulations, and contract and grant terms. The College's last available audit report is dated June of 1999. A copy is available in the Resource Room and accessible to the public through the Southeast Arkansas College Library.
Internal Budget Planning and Management
Final responsibility for the Internal Operating Budget at the College rests with the Board of Trustees. The Board charges the President with the preparation, control and revision of this document. All departments participate in the budgeting process by submitting budget requests on a fiscal year basis. The departmental budget requests contain the maintenance, operation, travel, and equipment needed to operate the departments during the next fiscal year. The budget process is dynamic and involves many internal and external reviews.
Southeast Arkansas College prepares a biennium budget for submission to the Arkansas Higher Education Coordinating Board. The AHECB then makes the budgeting recommendation to the State Legislature. The Legislature determines the state funding requirements for the institution and enacts this process through an appropriation bill. The actual funding is determined by revenue levels and is controlled by the Revenue Stabilization Act. Each spring the College receives final notification of its funding level. The Biennium General Revenue Budget for 1999-2000 is $6,291,575 and $6,641,436 for 2000-2001. The General Revenue for 1999-2000 represents a 28% increase over 1998-1999 and a 6% appropriation increase for 2000-2001. This significant increase in revenue will allow the College to keep pace with its growth. Theoretically, state revenues are appropriated to individual colleges and universities based upon annualized full-time equivalent enrollment (FTE). However, in truth, considerable disparity exists among the 23 two-year colleges when state funding is compared to student enrollment. For 2000-2001, state funding among the colleges ranges from $2,213 per FTE to $7,390 per FTE, with an average of $4,724 per FTE. Southeast Arkansas College is receiving $4,087 per FTE, which is third from the bottom. This inequity is the result of the enrollment growth experienced by some colleges, with stable or declining enrollment experienced by others, combined with several years of incremental across the board increases in state funding rather than formula-based funding. Unfortunately, Southeast Arkansas College is among those colleges having experienced exceptional growth in enrollment without a proportional increase in state funding. It is recommended that the ADHE/AHECB, Arkansas General Assembly and Governor establish a more equitable system for funding the State's two-year colleges.
Agency Bank Funds and State Treasury Funds are the only two funding categories for use by the College. Agency Bank Funds are monies held or owned by the College, which are not on deposit with or in the trust of the Treasurer of the State of Arkansas. Revenues generated from tuition, related fees, interest earned on investments, and miscellaneous income are deposited in the local banks and are used for Educational and General (E & G) operation of the College. Tuition and fees are to be used for educational purposes only.
The State Treasury Funds are used for educational and general operation including instruction, administration, maintenance, capital outlay, and salary expenses. These funds are credited to the College's fund account within the State Treasury once a month in accordance with the Revenue Stabilization Act. Although appropriations are limited to the current fiscal year, any unexpended funds are carried forward and available for the College's use. State funds account for the majority of total available revenues.
In 1999-2000, Southeast Arkansas received over $2,000,000 in additional revenue sources. These sources include state and federal funding for instructional programs as well as private donations. The instructional programs include Carl Perkins Grant ($122,890), JTPA ($23,674), Adult Education ($209,536), and Welfare to Work ($462,378). Work-study funds, which enable the College to employ qualifying students, totaled $40,380. The single largest additional funding source came from the Trinity Foundation. The Foundation contributed $1,286,000 for the purpose of campus expansion (increased acreage) and the construction of the Advanced Emerging Technology Center. The College is commended for securing additional financial resources to aid in the operation of the College.
Southeast Arkansas College Foundation
The College established the Southeast Arkansas College Foundation, Incorporated, in December of 1993. The Southeast Arkansas College Foundation was declared a not for profit foundation under 501 (c)(3) in February 1993. Since incorporation, approximately $450,000 has been raised from private donations by the Southeast Arkansas College Foundation for capital improvements. In accordance with Board policy on the use of Foundation funds, the Southeast Arkansas College Foundation funds are used for the renovation of existing facilities, the construction of new buildings, and the purchase of additional acreage. Board policy regarding the use of bank funds and foundation reserves mandates that reserves be held in CDs and treasury bills at the best available rate.
Local Tax Base for Continued Fiscal Support
In accordance with state legislation, Southeast Arkansas College has the authority to call a referendum of the people to create a locally supported, taxable "technical college district." Funds generated through a local sales tax or millage would supplement the College's general operations and/or capital improvement budgets. According to a 1996 survey conducted by the College's Dean of Planning and Assessment, 16 of the state's 23 two-year colleges have a local tax base in support of their institutions. Southeast Arkansas College relies heavily on state revenues which account for 80% of the Institution's funding. The College's second source of funding comes primarily from tuition and fees.
In December of 1996, the College's Board of Trustees approved a one-mil, county-wide levy to be placed on the 1997 General Election ballot. The action was projected to generate approximately $600,000 annually. Subsequently, the University of Arkansas at Pine Bluff approached the College suggesting a joint city sales tax initiative of 1/4-cent with the annual proceeds divided equally between the College and the University. It was estimated that a 1/4-cent sales tax would annually yield $1,000,000 per institution. In February of 1997 the Southeast Arkansas College Board of Trustees, the College's president, and the University's chancellor approved and signed a resolution to pursue this joint city sales tax initiative. During a joint College/University meeting with local elected officials and opinion leaders, the institutions were advised to delay such a referendum until total city and county needs could be assessed and voter attitude toward taxes became more favorable. A proposed initiative to eliminate all property taxes statewide had made voter attitude most uncertain.
The College has extensively investigated the feasibility of pursuing local tax support to financially secure the Institution's future growth and capital improvements. The results of the NCA Self-Study GAC/PAC survey administered in October of 1999 were inconclusive, as approximately half of the respondents (48%) favored the pursuit of a local tax initiative. The remaining respondents (52%) expressed either uncertainty or disapproval of such an action. It is believed that long-term local financial support for the College must be pursued to ensure the Institution's future. Therefore, it is recommended that Southeast Arkansas College pursue a local tax support initiative.
Auxiliary enterprises include the bookstore, food service, janitorial services, security services, and grounds maintenance. Follett College Stores operates the bookstore. The food service division is out-sourced to Aramark Campus Services. The janitorial, grounds maintenance, and security contracts provide crucial services for the College adjusting to the needs of a growing student population and physical plant.
College Bookstore
Follett College Stores took over operation of the College bookstore in May of 1995. In August of 1999, Follett College Stores expanded their operation at the College to accommodate the growing student enrollment. It is a fully operational store with required texts, software, college outerwear, and other sundry items. The College is assured of receiving $10,000 a year commission from the bookstore operation or 5% of all gross revenues between $300,000-$450,000, increasing to 6% for gross revenues over $450,000. The College is commended for its new and expanded bookstore facility.
Safety/Security
Campus safety/security is responsible for providing a safe and secure environment for the staff, students, and faculty. Security services are provided on campus through a cooperative effort between private, contracted security and assigned campus staff. Security personnel are on duty twenty-four hours a day, seven days a week. The business office distributed an updated Emergency Action Manual in the spring of 2000. The College
is commended for its emphasis on a safe and secure campus. However, only 44% of the respondents to the NCA Self-Study GAC/PAC survey affirmed the safety and security of the campus. The community perception regarding the surrounding neighborhood adversely influences the assessment of the College's safety environment. The College records indicate three incident reports filed for the 1999-2000 year. All reported incidents were categorized as theft of property. The self-study committee concluded that the low rate of affirmation stems primarily from the community environment and not that of the College itself.
Recent improvements to the campus included increased lighting for the parking areas, fencing around the primary campus, and the purchase and removal of unoccupied homes adjacent to the campus. Future considerations include restructuring the street facing the campus to reduce traffic congestion and improve safety.
First aid supplies for minor, everyday situations are located in Technology Center-North and the College Hall-Administration buildings. Emergency first aid is located in high-risk areas including the chemistry laboratory and the industrial and mechanical laboratories. More severe situations are routed to Jefferson Regional Medical Center through the 911 emergency service network. A number of trained staff members on campus can assist in medical emergencies. It is recommended that the College provide minor first aid supplies and services through the Nursing Department.
Cafeteria/Food Service
Aramark Food Services, an independent contractor, is responsible for providing well-balanced, nutritious meals for the College community. A breakfast, lunch, and dinner meal is available to faculty, staff, and students Monday through Thursday each week classes are in session. The College's food service facility includes a multipurpose dining area.
It is recommended that contract auxiliary services be systematically monitored for improvement.
Section IV: Physical Resources
Southeast Arkansas College was initially located on 20.86 acres but, due to land acquisitions over the past two years, has grown to 38.57 acres in Pine Bluff, Arkansas. The College has 133,980 sq.ft. of labs, classrooms, library, and office space. Long-term growth in student enrollment has created difficulties for the College to provide the quantity of classroom spaces required to accommodate the expanded course schedule. However, one newly acquired structure (the church building) remains empty. Office/work space for adjunct instructors is limited and science labs at times must share preparation and work areas among two science courses. It is recommended that the College develop a method to optimize use of classrooms and other available space.
The physical environment and the availability of equipment, supplies, and other material resources are of critical importance to the College and the delivery of its educational programs. Arkansas Department of Higher Education (ADHE) criteria for the establishment of a technical college calls for a minimum of 40 acres for campus space. The College is currently in the process of acquiring 5.29 additional acres for future expansion and has requested $979,350 in capital improvements for the years 2001-2003 to purchase 27 separate pieces of property as part of the Facilities Master Plan.
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SCHEDULE OF TOTAL SQ. FT. PER BUILDING |
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| College Hall - Administration | 3,312 | |
| College Hall - Commons | 8,296 | |
| College Hall - North | 10,024 | |
| Founder's Hall | 24,208 | |
| Technology Center - North | 22,900 | |
| Technology Center - South | 25,670 | |
| *AC/Refrigeration Technology Building | 4,848 | |
| AE/WDC | 14,940 | |
| Maintenance Warehouse Building | 3,360 | |
| *Power Plant Building | 625 | |
| Alumni House | 2,056 | |
| Church Building | 8,947 | |
| Total Sq. Ft. | 133,980 | |
| * Scheduled for Demolition | ||
As of June 30, 1999, the value of the capital equipment inventory of the College was $2,429,701 with the inventory of library holdings valued at an additional $256,274. During the three-year period 1997-2000, $1,016,320 was expended for capital equipment and library holdings.
The College's general approach to equipment purchases has been to target three to four educational programs each year for significant equipment improvements consistent with the long-term strategic needs of the College. The 1999-2000 operating budget contains a total of $356,140 for capital equipment and library holdings. Of this, $50,000 has been budgeted for the Library, $200,000 for equipment, and $115,140 for other instructional programs. All information concerning capital equipment and Library purchases for the years 1999-2000 will be available for review in the Resource Room.
The College recognizes the need to secure up-to-date, industry standard laboratory equipment for technical career programs and the natural sciences. Southeast Arkansas College places high priority on maintaining these labs as evidenced by monies budgeted for equipment. The 1999-2000 NCA Self-Study initiated an evaluation of the status of the technical and natural sciences lab equipment. From this study, the College included plans in the new Advanced and Emerging Technology Center to update the Industrial-Mechanical Labs and separate the Electrical/Electronics Lab into two learning environments with appropriate teaching aids. The study verified the need of additional equipment in the biology, biotechnology, microbiology physics, and chemistry laboratories. It is recommended that the College furnish the existing natural sciences labs with adequate equipment and consumable supplies to conduct collegiate-level instructional experiments and limited applied research.
All total, 138 parking spaces have been added to the College campus since 1996. Currently five parking lots hold 535 vehicles. These parking lots are located east, west, north and south of the central campus and at Adult Education and Workforce Development Center.
Accessibility for the Disabled
All campus facilities of Southeast Arkansas College comply with Americans with Disabilities Act (ADA) guidelines. The College will continue to monitor compliance with ADA guidelines for the disabled in all expansion projects.
The Maintenance operations, conducted by the maintenance supervisor, four full-time employees, and part-time student/employees, cover buildings, grounds, and equipment maintenance. The current staff performs some custodial work, but a contracted firm performs the majority.
The Maintenance Supervisor uses a work order system to track response time and task completion rates to work requests. Ninety-four percent of all work requests are completed either within three working days of receipt or on a scheduled date. The College is commended for its buildings and grounds staff's continuous efforts in campus beautification and work request response time.
On November 10, 1999, the Board of Trustees approved the second phase of a projected seven-phase facilities master plan, Facilities Master Plan II. Preliminary specifications for three new buildings are included in the plan. They are: Buildings and Grounds Facility; Business and Science Technologies Center; and Campus Community Center. Two renovation projects are planned as well: Technology Center-North, remainder of south half, and Technology Center-South, north half. Demolition of outdated structures is associated with the college's growth and desire for state of the art instructional facilities. It is recommended that the College provide spaces for individual counseling and academic advisement, instructional texts and materials storage, and adjunct faculty office/work areas in planning new facilities.
College campus expansion will remain a priority for Facilities Master Plan II. Southeast Arkansas College forwarded all new building, renovation, and property purchase needs to the Arkansas Department of Higher Education (ADHE) in January of 2000 as Renovation/Construction Capital Requests for 2001-2003. Funding for the Facilities Master Plan II requires a myriad of sources, including state general revenues, local cash funds, as well as the generosity of donors. Copies of the Capital Request, Facilities Master Plan II and a diagram/graphic of the Facilities Master Plan are available for review in the Resource Room. The College is commended for the development and implementation of long-range facilities master plans.
The self-study indicates that the college properly defines and implements processes to administer the human, financial, and physical resources appropriate to a college-level institution. The committee identified challenges that would greatly improve the quality of the services indicated by Criterion II.
The College is commended for:
Challenges and Opportunities for Improvement
It is recommended that the College: