Budget and Planning Subcommittees Meeting Agenda March 29, 2017

1:45 -3pm – Room 610 Haaren Hall

1. Approval of Minutes for January 10, 2017. Proposed minutes are attached. 2. Budget and Enrollment Presentation and Discussion. Steve and Mark will review the

Powerpoint attached here. 3. Space Utilization Task Force Presentation.

Joint Meeting: SPS – FPS Minutes

March 29, 2017

Present: Jane Bowers, Steven Titan (FPS Chair), Catherine Alves, Ric Anzaldua, Ned Benton, Jeffrey Brown, Jim Cauthen, Kinya Chandler, Brian Cortijo, Angela Crossman, Cheryl D’ Antonio, Dana Davies, Sandrine Dikambi, Jay Hamilton, Karen Kaplowitz, Tom Kucharski, Anne Lopes, Virginia Moreno, Jenise Reyes, Alena Ryjov, Michael Sachs, Douglas Salane, Will Simpkins, Raj Singh, Chinua Thomas and Alison Orlando (Recorder)

1. Approval of Minutes from January 10, 2017. Minutes were approved as proposed. 2. Budget and Enrollment Presentation and Discussion. Steve T. began the presentation

by updating the committee on the budget. He explained that the college is projected to have a surplus of $482,443 for FY 2017. This is a change from the FY 2017 Plan that was approved by the BPC that projected a surplus of $17,426. The main reason for the increased surplus is $2,273,000 in revenue that the college will receive from the Department of Corrections (DOC) for the use of North Hall. Steve T. then explained the surplus is not more than $482,443 because the college did not realize savings for the proposed hiring freeze or for the reduced number of sections for adjuncts. Jim C. asked why the FY 2017 Plan approved by the BPC accounted for $30,648,206 in administrative costs but the updated 2017 projections account for $35,483,968 in costs and the projections for FY 2018 rise to $38,173,494. Steve T. said that he would come back to the committee with an answer to this question. Steve T. then spoke about the FY 2018 budget. We are looking at a $5.6 million deficit if the tuition increase does not go into effect and a $2.5 million deficit if the increase is implemented. He explained that the proposed $250 annual tuition increase will only yield $166 for John Jay due to the TAP Gap. Steve T. then spoke about balancing the budget; possible ways to increase revenue include increasing enrollment and retention rates. Dana D. then presented the enrollment section of the presentation. She first spoke about recruitment, and the demographics of New York State (NYS) where most of our students are from. She explained that the high school graduate trends in NYS reflect national trends, and there are shrinking demographics which reflects the challenge of recruiting. However, the number of non-white graduates from NYS Public Schools is increasing. This is a positive for John Jay as we are a diverse institution, and can take advantage of this growing population. Dana D. went over the enrollment summary for spring along with our fall new student enrollments and targets. Tom K. explained that there have been instances where we have hit our enrollment targets but lost money because of the type of students that enrolled. He said it would be helpful if we could break down this information by in-state and out-of-state students. Dana D. said this was a good point, and that we are doing a lot of work with out-of-state and international students. She then spoke about summer and winter enrollments which are up. She finished the presentation by going over slides that focused on admissions applications. She explained that she is cautiously optimistic about undergraduate admissions applications for fall, and that we are up 4% in transfer applications from this point last year. There was then a brief discussion on retention.

3. Space Utilization Task Force Presentation. Raj S. introduced Jeff B. who gave the presentation. Jeff B. started with an introduction and an explanation on why the task force came to fruition. He then went over a series of slides that in sum explained what the taskforce learned about space at the college, and recommendations by the task-force. Recommendations from the task force included adding classrooms and conference rooms to VEMS, having an events handbook along with a FAQ about reserving space, and having

an Events Review Committee. Anne L. commented that these recommendations represent one view and not all of the task force agreed on these recommendations. In particular, she feels the event review committee could be problematic. Angela C. gave feedback from the Council of Chairs. She explained the academic department conference rooms are heavily used and that having these conference rooms allows the departments not to use other space in the college. She explained that the flexibility for the departments to use their conference rooms is important, and this would be hindered if the conference rooms were on VEMS. Jim C. agreed and suggested starting with putting the classrooms on VEMS and see how that works out. Ned B. said feedback from the Faculty Senate included that they were not in favor of putting the conference rooms on VEMS and there was puzzlement on how this approach happened without SPS engagement. He explained that it is frustrating that an ad-hoc committee was created to bypass the governance structure. He also wanted to know how this approach was decided as the college has big space problems that are not being engaged. Steve T. explained that there has been a complete inventory of space; he understands it is a big issue and there is a space shortage. However, this is a separate space issue. Jay H. said that a title change for the taskforce would distinguish that this is a separate issue. He also felt that the issues coming up could have been avoided if the department chairs, and SPS committee was involved from the start. Raj S. said this was a learning experience, but a lot of work went into the process and some of it can be used. Angela C. suggested putting up a list on VEMS of space that is available but cannot be booked through VEMS along with contact information on who to call to book those rooms. Raj S. said that what they are trying to do is to encourage some sharing to make the space we have work. It was decided that there would be an ad-hoc meeting of the SPS to discuss these issues before the taskforce takes their findings to the President.

1

Current Budget Projections FY 2016 Final FY17 Plan Approved By BPC

FY2107 Projection Updated

FY 2018 No Tutition Increase, Includes 10.41% Collective Bargining Increase

FY 2018 with $250 Tutition Increase, Includes 10.41% Collective Bargining Increase

FY 2019 No Tutition Increase, Includes 10.41% Collective Bargining Increase

FY 2019 with $250 Tutition Increase, Includes 10.41% Collective Bargining Increase

BUDGET ALLOCATION AND REVENUE Final CUNY Values 3/8/2017 CUNY Revenue Target $86,683,359 $85,844,000 $85,619,000 $85,844,000 $87,074,523 $85,844,000 $88,554,790 Avg Enrollment ((Fall + Spring)/2) 11,201 10,794 10,993 10921 10,921 10,971 10,971 Base Allocation: $89,996,351 $88,153,158 $86,732,237 $92,545,157 $92,545,157 $92,545,157 $92,545,157 Lump Sum Allocations $2,133,923 $2,516,987 $652,663 $652,663 $652,663 $652,663 $652,663 Additional Allocations $6,414,035 $4,588,474 $11,898,409 $5,923,180 $5,923,180 $5,923,180 $5,923,180 NYC Budget Initiatives $1,405,000 $3,770,000 $3,506,700 $3,506,700 $3,519,000 $1,405,000 NYS Retro & Ratification Bonus $13,621,285 Jan Apr Collective Bargaining Increase $3,092,185 Labor Reserve Allocation $2,906,460 $2,906,460 Current Year Gross Tuition Revenue above CUNY Target ($1,134,846) ($3,870,041) ($838,012) ($1,029,400) ($231,547) ($1,952,529) $383,397 COMPACT FUNDING $2,253,376 $0 $5,271,716

TOTAL BASE BUDGET ALLOCATION $100,315,923 $95,700,038 $118,928,767 $101,598,300 $104,649,529 $100,687,471 $106,181,112 Prior Year Cutra Balance $1,830,740 $1,717,875 $2,068,540 $482,443 $482,443 $0 $0

TOTAL ADDITIONAL REVENUES $1,830,740 $1,717,875 $2,068,540 $482,443 $482,443 $0 $0

TOTAL BUDGET ALLOCATION $102,146,663 $97,417,913 $120,997,307 $102,080,743 $105,131,971 $100,687,471 $106,181,112

EXPENDITURES Personnel Services (PS) : $71,956,400 $70,778,662 $91,266,141 $80,830,884 $80,830,884 $81,230,884 $81,230,884 Faculty $0 $36,410,518 $36,942,952 $38,663,428 $38,663,428 $38,663,428 $38,663,428 Administrative Staff $0 $30,648,206 $35,483,968 $38,173,494 $38,173,494 $38,573,494 $38,573,494 ECP $0 $3,719,938 $3,721,795 $3,993,961 $3,993,961 $3,993,961 $3,993,961

Retro & Ratification Bonus $15,117,425 Adjuncts: $13,257,520 $11,770,649 $16,326,640 $14,950,908 $14,950,908 $14,950,908 $14,950,908 Teaching Adjuncts / CLTs $11,482,969 $12,909,000 $14,241,078 $14,241,078 $14,241,078 $14,241,078 CETs $287,680 $478,531 $709,829 $709,829 $709,829 $709,829

Retro & Ratification Bonus $2,939,109 Temp Services: $5,435,840 $5,528,218 $6,711,675 $5,729,424 $5,729,424 $6,113,509 $6,113,509 College Assistants $4,625,616 $4,568,512 $4,901,286 $4,901,286 $5,285,371 $5,285,371 Non-Teaching Adjuncts $902,602 $765,492 $828,138 $828,138 $828,138 $828,138

Retro & Ratification Bonus $1,377,671 Projected Collective Bargaining Increase $2,906,460 0 0 0 0

TOTAL PS $90,649,760 $90,983,989 $114,304,456 $101,511,215 $101,511,215 $102,295,300 $102,295,300 OTPS $6,173,285 $5,967,195 $6,173,285 $6,173,285 $6,173,285 $6,173,285 Strategic Investments Initiative $243,213 $243,213

TOTAL OTPS $6,243,510 $6,416,498 $6,210,408 $6,173,285 $6,173,285 $6,173,285 $6,173,285

TOTAL FINANCIAL PLAN EXPENDITURES $96,893,270 $97,400,487 $120,514,864 $107,684,500 $107,684,500 $108,468,585 $108,468,585

YEAR END BALANCE $2,346,933 $17,426 $482,443 ($5,603,757) ($2,552,529) ($7,781,114) ($2,287,473)

2

What Helped Balance the FY17 Budget?

•DOC North Hall - $2,273,000 (FY17) • Ratification Bonus and Retro payment - $19,434,205 According to

CUNY this will be covered be a combination of the $5.8M labor reserve set-aside by CUNY and $13.6M promised by the Governor

• Contractual Increase (Jan & April) - $3,092,185 According to CUNY this will be covered by CUNY

3

With an increase of $2.2M from DOC why is the surplus only $500K? • Did not realize savings for proposed hiring freeze ($1M) • Did not realize savings in reduced number of sections for Adjuncts

($750K)

4

NYC Funding

5

Looking Forward for FY18

Current FY18 Budget Projection

FY 2018 with $250 Tutition Increase, Includes 10.41% Collective Bargining Increase

BUDGET ALLOCATION AND REVENUE CUNY Revenue Target $87,074,523 Avg Enrollment ((Fall + Spring)/2) 10,921 Base Allocation: $92,545,157 Lump Sum Allocations $652,663 Additional Allocations $5,923,180 NYC Budget Initiatives $3,506,700 Current Year Gross Tuition Revenue above CUNY Target ($231,547) COMPACT FUNDING $2,253,376

TOTAL BASE BUDGET ALLOCATION $104,649,529 Prior Year Cutra Balance $482,443

TOTAL BUDGET ALLOCATION $105,131,971

EXPENDITURES Personnel Services (PS) : $80,830,884 Faculty $38,663,428 Administrative Staff $38,173,494 ECP $3,993,961 Adjuncts: $14,950,908 Teaching Adjuncts / CLTs $14,241,078 CETs $709,829 Temp Services: $5,729,424 College Assistants $4,901,286 Non-Teaching Adjuncts $828,138

TOTAL PS $101,511,215 OTPS $6,173,285

TOTAL FINANCIAL PLAN EXPENDITURES $107,684,500

YEAR END BALANCE ($2,552,529) 7

Assumptions for FY18 & FY19

• Staffing levels remain unchanged from current approved positions • Adjunct staffing levels remain constant • Energy Savings targets at $2M • DOC North Hall Revenue ends 12/31/17 ($721K) • DOC Cadet Corps and Captain Training program increases in size

• (FY17 = $792K,FY 18 = $2.08M, FY19 = $2.814M)

• Leadership Changes (Travia) • No supplemental funding from RF

8

Challenges Faced in FY18 & FY19

• Collective Bargaining Increase not covered by Governors Proposed Budget (approximately $10M)

• The proposed $250 annual tuition increase only yields $166 for John Jay

• Additional Revenue from tuition Increase = $1.8M

9

TAP GAP Based Upon Historical Waivers, John Jay would receive 66.7% of the Tuition Increase $250 * 66/7% = $166 annually

81.9% 81.8% 79.7%

78.7% 78.3% 73.9%

66.7%

Weighted Average 77.9%

0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

70.0%

80.0%

90.0%

100.0%

Hunter Queens Baruch Lehman Brooklyn City JOHN JAY

% Tuition Increase Returned to College

% of Compact Invest to Tuition Increase (Calculated as Base Compact Investment / Revenue from FA2015 Increase)

10

Ways to Balance the Budget

Formula for a Balanced Budget

• Revenue = Expenditures

• To balance the budget three options exist: • Increase revenue • Decrease expenses • Combination of both

12

Increasing Revenue

Increase Enrollment

Additional Revenue from Increasing Size of Freshman Class

Freshman Class Size FTE Worth Additional Revenue Support Costs

Additional Net Revenue

1500 $6,580 1600 $6,580 $658,000 $0 $658,000 1700 $6,580 $1,316,000 $250,000 $1,066,000

Additional Revenue By Increasing Retention Increase in Retention Rate FTE FTE Worth

Additional Revenue

0.50% 35 $7,472 $265,206 1% 71 $7,472 $530,411 2% 142 $7,472 $1,060,822 3% 213 $7,472 $1,591,233

14

Enrollment Management

New York State High School Graduate Trends

The total number of graduates is projected to increase by 0.9% between 2011-12 and 2024-25, the next highest year for New York.

16

New York State Public High School Graduates

From 2012-13 to 2031-31: White graduates will change from 55% to 43% Non-white graduates will increase from 45% to 57%

17

Spring 2015 Spring 2016 Projected

Spring 2017 Spring 2017 Preliminary

Difference to Spring 2016

Difference to SP17 Targets

N N N N N % N

New Freshmen 61 24 50 46 22 92% - 4

New Transfer 1,031 936 1,022 1,128 192 21% 106

New Degree Graduate 247 296 353 330 34 11% - 23 Continuing Undergraduate Student 10,512 10,321 10,024 9,950 - 371 -4% - 74

Continuing Graduate Student 1,342 1,329 1,345 1,316 - 13 -1% - 29

Total Headcount

Total Undergraduate 12,514 12,156 11,911 12,164 8 0% 253

Total Graduate 1,711 1,695 1,816 1,794 99 6% - 22

Total College 14,225 13,851 13,728 13,958 107 1% 230

Total FTE

Total Undergraduate 9,899 9,823 9,504 9,683 - 140 -1% 179

Total Graduate 1,003 1,008 1,083 1,060 52 5% - 23

Total College 10,902 10,831 10,587 10,743 - 88 -1% 156

Spring 2017 Enrollment Summary

18

Fall New Student Enrollment and Targets

Fall2010

Fall2011

Fall2012

Fall2013

Fall2014

Fall2015

Fall2016

Fall2017

Freshmen (Financial Plan) 2,015 1,766 1,908 1,861 1,763 1,489 1,523 1,500Freshman (Target) 1,523 1,700Transfer 1,167 1,368 1,621 1,723 1,530 1,771 1,795 1,850New Graduate 495 550 496 493 482 467 532 592

0

500

1,000

1,500

2,000

2,500

19

10-Year Trend in Summer Course Enrollment: Summer 2007-Summer 2016

0

100

200

300

400

500

0

1000

2000

3000

4000

5000

6000

7000

2007 2008 2009 2010 2011 2012 2013 2014 2015 2016

Clas

s Sec

tions

Tota

l Cla

ss E

nrol

lmen

t

Total Class Enrollment Class Sections

20

Winter Course Enrollment: Winter 2005-Winter 2016

0

20

40

60

80

100

120

140

0

500

1000

1500

2000

2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016

Clas

s Sec

tions

Tota

l Cla

ss E

nrol

lmen

t

Total Class Enrollment Class Sections

21

Profile of Non-SEEK Freshmen

939 951 953

963 979

989 992 82.2

82.9 83.3 83.5

84.1 84.7 84.8

75.0

77.0

79.0

81.0

83.0

85.0

850

900

950

1,000

1,050

1,100

Fall 2010 Fall 2011 Fall 2012 Fall 2013 Fall 2014 Fall 2015 Fall 2016

CAA

SAT

22

CUNY-Wide Spring Total Headcount

John Jay CUNY-Wide Highlights: • First-time freshman number is the

largest increase at CUNY senior colleges, over 2016 at 91.7 percent

• New transfer numbers is the largest

increase at CUNY senior colleges, over 2016 at 20.5 percent

• New graduate numbers is the largest

increase at CUNY senior colleges (with the exception of School of professional studies), over 2016 at 10.8 percent

23

Undergraduate Admissions Applications

15991

8433

1763

15668

8549

1489

16276

7556

1523

17580

5392

1650

0

2000

4000

6000

8000

10000

12000

14000

16000

18000

20000

Applied Admitted Enrolled

Fall 2014 Fall 2015 Fall 2016 Fall 2017

Fall 2017 Data as of March 1, 2017 Fall 2014 – 2016 data is year-end

*Projected Fall 2017 Enrollment number 24

Undergraduate Freshman Application Choices

5861 5746 5819

6680

2294 2257 2260 2526

2180 2182 2364 2415

2886

2145 2296 2382

1905 1872 1898 2143

1458 1375 1546 1679

0

1000

2000

3000

4000

5000

6000

7000

8000

2014 2015 2016 2017

Choice 1 Choice 2 Choice 3 Choice 4 Choice 5 Choice 6

Fall 2017 Data as of March 1, 2017 Fall 2014 – 2016 data is year-end

Of the total students enrolled in Fall, 64% come from 1st choice applicants 25

CUNY-Wide Fall 2017 Transfer Applications Percent Increases over Fall 2016 (as March 13)

-5%

-3%

-1% 0%

-3%

4%

1% 1%

-4%

-8%

-6%

-10%

-8%

-6%

-4%

-2%

0%

2%

4%

6%

Baruch Bklyn City CSI Hunter John Jay Lehman MedgarEvers

NYCCT Queens York

Percentage Increase/Decrease

Baruch Bklyn City CSI Hunter John Jay Lehman Medgar Evers NYCCT Queens York

26

Embracing the Philosophy of Shared Space and Multi-purpose Room Utilization

March 29, 2017

SPACE UTILIZATION TASK FORCE

Overview

1. Purpose

2. Findings

3. Recommendations

2

3

Introduction

Justice for All

Virtual Event Management System (VEMS)

President’s Listening Tour

Improved utilization of college space for college purposes

Improved transparency

Space Utilization Task Force

Task Force Membership

Raj Singh (Chair) AVP for Administration Catherine Alves Student Athletics Director Jeffrey Brown Director of Theater and Events Support Services Anthony Carpi Dean of Research/Associate Provost Brian Cortijo Enrollment Registrar Specialist Kathryn Cousins Executive Director of Development Cheryl D’Antonio Administrative Events Manager Anne Goon Administrative Superintendent – Custodial Services, Laborers Marc Harary Director of Space Planning & Capital Projects Anne Lopes Dean of Graduate Studies/Associate Provost of Strategic Initiatives Daniel Matos Registrar William Pangburn Administrative Director Vincent Papandrea Admissions Director Michael Rohdin Academic Program Director Michael Sachs Assistant Vice President/Dean of Students Nicole Simon Director of Strategic Initiatives William Simpkins Student Career Program Senior Director Daniel Stageman Research Programs Director Chinua Thomas Broadcast Associate III – Audio Visual Services

4

TERMS OF REFERENCE:

Executive Summary 5

Develop processes for improved coordination for space utilization

Improve efficiency in determining the time of regular annual events

Develop strategies to enhance events planning

Develop procedures for reserving space

Clarify the decision making process relating to space reservation

Committee Meetings/Outreach 6

Meetings - 9

Open Forum for Students

Open Forum for Faculty & Staff

Faculty Senate

Provost Advisory Council and Council of Chairs Student Council Sub-Committee

7

What We’ve Learned

A Shift in Philosophy is Needed

Growth in number of campus organizations

Increase in programming/events requiring space

Loss of North Hall

Tendency to over-reserve or hold space when in

reality…

Pre-Booked Fall 2016 Events

0

50

100

150

200

250

300

StudentActivities

CollegeGovernance

AcademicAffairs

President'sOffice

ResearchCenters

CUNY ExternalAffairs

Rentals OAR

Num

ber o

f Eve

nts

User Group / Department

Fall 2016 Events Pre-Booked PRIOR to Opening of the Calendar

But it’s not all about Event Space 8

254 - Student Activities 99 - College Governance 58 - Academic Affairs 15 - President’s Office 12 - Research Center 12 - CUNY 11 - External Affairs 7 - Rentals 5 - OAR Office for the Advancement Of Research

473 – TOTAL

The Plight of the Registrar The Classroom Conundrum

0

20

40

60

80

100

120

Monday Tuesday Wednesday Thursday Friday Saturday SundayPeriod 1 69 65 64 65 20 11 0Period 2 103 100 98 99 26 22 0Period 3 100 104 104 100 52 31 0Period 4 99 104 104 103 55 30 1Period 5 99 104 104 100 10 4 0Period 6 99 88 104 84 9 0 0Period 7 94 98 102 89 6 1 0Period 8 55 52 58 50 0 1 0Period 9 12 10 13 10 0 0 0

Num

ber o

f Cla

ssro

oms

Spring 2017 Sections Running in Regular Classrooms as of 12/14/2016

9

Period 1 - 64% 8:00am – 9:15am Period 2 - 96% 9:25am – 10:40am Period 3 - 98% 10:50am – 12:05pm Period 4 - 99% 12:15pm – 1:30pm Community Hour 1:40pm – 2:55pm Period 5 - 98% 3:05pm – 4:20pm Period 6 - 90% 4:30pm – 5:45pm Period 7 - 92% 5:55pm – 7:10pm Period 8 - 52% 7:20pm – 8:35pm Period 9 - 11% 8:45pm – 10:00pm

85% National Threshold for Critical Overuse

104 Total Classrooms

Classroom Utilization

10

Minimize the Hours of Unused Classroom Utilization

After Add/Drop Dates Classrooms to be place

into VEMS

Clubs and Organizations to use classrooms during community hour to free up Event Space for full-day events and conferences

An Inventory of Conference Rooms 18 Academic Conference Rooms

■ History Conference Room 8.65.36 NB 16/20

■ Latin American Studies 8.63.33 NB 12

■ Philosophy Conference Rm. 8.63.24 NB 14

■ Political Science Conf. Rm. 9.66.00 NB 12

■ Student Affairs Conference Rm. L.65.08 NB 12/23

■ Anthropology Conf. Room 9.63.24 NB 20

■ Psychology Conference Rm. 10.65.36 NB 28

■ Academic Advising L.73.11 NB 12

■ Math/C.S. Conference Rm. 6.63.37 NB 12

■ Africana Studies 9.63.37 NB 12

■ Science Conference Room 05.66.01 NB 16/35

■ Interdisciplinary Studies 06.65.33 NB 25

■ English Dept. Conf/Class Rm. 07.63.41 NB 15

■ Provost Conference Room 620 HH 12

■ Undergraduate Studies 531 HH 20

■ SEEKI Conference Room 431 HH 20

■ PhD Conference/Class Room 636 HH 20

■ Acad. Ops/Inter. Affairs 606.01 BMW 8

11

Department Room Bldg Seats Department Room Bldg Seats

And There’s More… 16 Administrative Conference Rooms

■ DoIT Conference Room L2.63.07 NB 8

■ DoIT Conference Room L2.63.16 NB 6

■ Facilities Conference Room. L2.68.01 NB 8

■ Wellness Counseling Conf. Rm. L.68.05 NB 12/20

■ Career Services Conf. Rm. L.72.23 NB 20/24

■ Finance and Administration 9.65.17 NB 12

■ Office of Legal Services 622.04 HH 8

■ 54th Street Annex 702 54th 25

■ OAR & Sponsored Programs 601.01 BMW 6

■ Marketing and Development 608.04 BMW 6

■ Center for Internal HR 603.02 BMW 8

■ Research and Eval. Center 605.02 BMW 8

■ Off. of Space Planning & CP 606.09 BMW 8

■ Prisoner Reentry 609.12 BMW 8

■ John Jay Online 610.04 BMW 6

■ Adult Cont. & Prof. Develop. 612.02 BMW 8

12

Department Room Bldg Seats Department Room Bldg Seats

And Then There’s Even More… 3 Student Life/Government Conference Rooms

13

Student Life Conference Rm. L2.70.03 NB 25

Student Life Conference Rm. L2.70.13 NB 20

Student Government Conf. Rm. L2.69.08 NB 40

Department Room Bldg Seats

Events Handbook Strategies to Enhance Event Planning

14

A step-by-step guide detailing the required procedures for reserving space for the following user groups: Student Clubs & Organizations Faculty/staff seeking to host an event Faculty/staff seeking to book a conference Partnerships Sponsored Organizations CUNY and External Clients

FAQs A Layman’s Guide to Why Things Are the Way They Are 15

Transparency 2.0 A sampling of Questions Why do we need procedures to use space on campus? I see empty rooms all the time – Why can’t I just use them?

I followed your directions, browsed the available rooms, and wasn’t able to reserve the space. - What did I do wrong? What qualifies as a “major” and/or “recurring” event? - My event is major to me!

16 16

Calls for An Event Review Committee

Establish Events Review Committee

Criteria for approval to include:

Advancement of College Mission and Goals

Impact on Students, Faculty, and Staff

Attendance

Activity

Timeframe

Expense

Revenue Potential

Seriously - An Event Review Committee?

17 17

YES! We’re Serious ERC Improves Transparency!

Size and make-up of the Committee

Representative from each division and student and faculty rep/s. Approval by President

Last minute requests or emergencies

Approval by the President

Annual / recurring events Reviewed if in conflict or if substantially

changed

18

THE END

18

Embracing the Philosophy of Shared Space and Multi-purpose Room Utilization