ARCHE-Annual-Report-Public-FY19

FY19 ARCHE Annual Report Summary of program status, activities, and finances of the Atlanta Regional Council for Higher Education A RC H E A NN UA L R E P O R T HISTORY The Atlanta Regional Council for Higher Education (ARCHE) was founded in 1938 as the University Center in Georgia Founding members of the organization were Agnes Scott College, the Atlanta College of Art, Columbia Theological Center, Emory University, the Georgia Institute of Technology and the University of Georgia They formed the University Center in Georgia to share resources, avoid duplication, and facilitate collegiality among faculty Membership continued to grow and included 19 public and private institutions of higher learning in the greater Atlanta region TODAY As of 2012, ARCHE has focused and continues to manage programs that were deemed priority value to member institutions The current staff consists of an Executive Director that manages the day to day operations and corporate responsibilities of the organization The mission of ARCHE remains to bring its members together to collaborate in these programs Hundreds of students each year register for courses on other member campuses via ARCHE's cross registration program, which offers students the opportunity for expand their horizons in other fields of study or campus settings ARCHE's Library Council and library programs include a interlibrary sharing program which allows members to share to the collective resources of all member libraries ARCHE provides a van that transports library exchange items to campuses three days a week In addition, students and faculty at ARCHE institutions may visit libraries at other members to gain immediate access to materials that not circulate The ARCHE Board of Trustees recently determined their colleges and universities would benefit from convenings of key individuals across member institutions These communities of practice will provide each group the ability to build relationships, identify shared goals and challenges, opportunities to problem solve, and identify collaborative opportunities Each group shall determine agendas of meetings based on their needs and current challenges Page A RC H E M E M B E R I N S TI T U T I O NS Agnes Scott College, Brenau University, Clark Atlanta University, Clayton State University, Columbia Theological Seminary, Emory University, Georgia Gwinnett College, Georgia State University, Interdenominational Theological Center, Kennesaw State University, Mercer University, Morehouse College, Morehouse School of Medicine, Oglethorpe University, Savannah College of Art and Design, Spelman College, University of Georgia, University of West Georgia A RC H E B OA R D O F T RU S T E E S, J U LY , Executive Committee Chair – Stanley Preczewski, Georgia Gwinnett College Vice Chair – Lawrence Schall, Oglethorpe University Past Chair – Thomas Hynes, Clayton State University Treasurer – Mary Schmidt Campbell, Spelman College Member-at-large – Kyle Marrero, University of West Georgia Member-at-large – Valerie Montgomery Rice, Morehouse School of Medicine Member-at-large – Bud Peterson, Georgia Institute of Technology Lee Zak, Agnes Scott College Ed L Schrader, Brenau University Ronald A Johnson, Clark Atlanta University Leanne Van Dyk, Columbia Theological Seminary Claire E Sterk, Emory University Mark P Becker, Georgia State University Edward L Wheeler, Interdenominational Theological Center Pam W hitten, Kennesaw State University William D Underwood, Mercer University David Thomas, Morehouse College Paula W allace, Savannah College of Art and Design Jere Morehead, University of Georgia Page Page ARCHE LIBRARY PROGRAMS ARCHE SOCIAL MEDIA PROMO IN APRIL 2019 L I B R A RY C O U N C I L The ARCHE Library Council consists of library directors of member institutions and directors of our Affiliated Libraries ARCHE Affiliated Libraries include: Atlanta-Fulton Public Library System Kenan Research Center at the Atlanta History Center Jimmy Carter Presidential Library Georgia Archives Georgia Public Library Service The Library Council normally meets twice a year and is the host body for all other ARCHE library committees and programs This year’s meeting centered around the growing costs of database subscriptions and making difficult decisions to unsubscribe from previous subscribers due to imminent price increases Page A RC H E A RC H I V E S C O U N C IL The ARCHE Archives Council held meetings this year The Archives Council decided the FY17 and FY18 fiscal years that advocacy would be the underlying theme of their work and focus in the immediate future The Archives Advocacy Committee is interested in asking a big question; that is, how can archivists demonstrate the collective impact of archival work measurements that are understood by stakeholders outside of the profession? To read more about their methods and progress in this undertaking, please visit ARCHE Archives A RC H E I N F O R M AT I O N L I T E R AC Y C O M M I T T E E The Information Literacy Committee coordinated a LibGuides Training workshop from SpringShare early in 2017 Approximately 50 attended from ARCHE member institutions and affiliated libraries The committee experienced a loss of several founding members due to retirements and job changes, but new leadership is identifying the best needs of the group moving forward The committee met in December 2018 to develop a framework for moving forward in 2019 The ARCHE Archives Council and ARCHE Information Literacy Committee have planned a joint meeting for June to discuss shared interests and challenges of the two groups and are exploring possibilities of an ACRL Roadshow to fit their needs A RC H E I LL / I L U CO M M I T T E E INTERLIBRARY LOAN PROGRAM - Collectively, the libraries of ARCHE member institutions contain millions of volumes and countless periodicals, journals and other print and electronic educational resources Through ARCHE, these vast resources are shared among member institutions' students and faculty Member institutions also collaborate with the region's major non-university libraries and archives The ILL/ILU program is collectively viewed as the most visible and prominent of ARCHE collaborative programs The ILL (interlibrary loan) program is used widely by those members and approximately 28,000 requests (including originals and copies) were made between institutions The ARCHE van cuts costs for members loaning books and materials to other ARCHE members The ARCHE van transported approximately 21,000 requests (can contain multiple books and items) in 2018 The ILU (Interlibrary Use) program allows faculty and students of any ARCHE member institution to access and check out books at any other ARCHE member library ARCHE libraries issued approximately 250 interlibrary use cards to faculty and students in 2018 The ILL/ILU Committee consists of the ILL staff at each ARCHE member institution, as well as affiliated libraries that participate The committee meets once a year at a different campus that chooses to host At the latest meeting, members agreed that the OCLC statistics are accurate for reporting purposes of ILL activity, but not measure all activity on ARCHE van (to find a true accurate measure of van deliveries would involve a hand count and place undue burden/additional work for ILL/ILU staff.) Page Page ARCHE CROSS REGISTRATION ARCHE’s Cross Registration Program allows students at member institutions to broaden their academic experience by registering for courses at other member colleges and universities It shares the vast resources of ARCHE member specialties by offering students access to courses not offered at their home institution and allows them a chance to experience a different campus environment Approximately 600 students participate in ARCHE Cross Registration each year T H E C R O S S R E G I S T R A T I O N C O M M I T T E E consists of coordinators from the registration offices of ARCHE member institutions The committee met once in FY19 at Brenau’s Norcross Campus Georgia Tech’s Gena Snead served as Chair of the Committee and has provided excellent leadership but has recently changed positions The committee is currently accepting nominations for the next Chair for FY20 The recent meeting focused on approving the Cross Registration Handbook edits and revisions undertaken at the previous meeting The revised and updated version of the ARCHE Cross Registration Handbook took effect on July 1, 2018 ARCHE has included funds in the proposed FY20 budget to include the development of an online or hybrid method to update current cross registration application procedures and processing in efforts to reduce workload on coordinators and simplify the process Page Atlanta Regional Council for Higher Education Cross Registration Report Fall 2018 Outgoing Incoming # of # Stud Apps # Stud # of Apps Forward Enrolled Courses # of Inst Agnes Scott College Brenau University Clark Atlanta University Clayton State University Columbia Theological Sem Emory University Georgia Gwinnett College Georgia Institute of Tech Georgia State University Interdenom Theological Ctr Kennesaw State University Mercer University Atlanta Morehouse College Morehouse Sch of Medicine Oglethorpe University SCAD- Atlanta Spelman College University of Georgia University of West Georgia TOTAL F F F F F F F F F F F F F F F F F F F 91 _ 14 13 71 36 103 51 13 11 11 25 24 91 _ 14 13 71 36 98 49 13 11 11 20 24 31 _ 10 42 20 54 43 15 32 _ 11 11 49 22 27 83 9 15 483 471 265 301 _ 10 5 6 # Apps # Stud # of Received Enrolled Courses # of Inst _ 81 150 85 16 2 15 12 0 _ 27 141 51 14 14 0 _ 30 218 37 14 383 262 317 ** members in orange have not submitted 2018 data at this point, data shown is from 2017 Page _ 8 12 2 Atlanta Regional Council for Higher Education Cross Registration Report Spring/Summer 2018 Outgoing # Stud # of Apps Apps Forward Agnes Scott College Brenau University Clark Atlanta University Clayton State University Sp Sp Sp Sp Su Columbia Theological Sem Sp Su Emory University Sp Georgia Gwinnett College Sp Su Georgia Institute of Tech* Sp Su Georgia State University Sp Su Interdenom Theological Ctr Sp Su Kennesaw State University Sp Su Mercer University Atlanta Sp Su Morehouse College Sp Morehouse Sch of Medicine Sp Oglethorpe University Sp Su SCAD- Atlanta Sp Winter Spelman College Sp University of Georgia Sp Su University of West Georgia Sp TOTAL # Stud Enrolled # of Courses # of Inst 91 _ 13 18 12 60 0 59 12 87 91 _ 13 18 12 60 0 44 84 42 _ 16 29 0 36 79 44 _ 14 37 0 42 49 _ 3 0 44 14 20 27 41 14 20 23 35 10 12 70 10 14 16 2 3 15 8 15 8 8 2 527 498 332 366 Incoming # Apps Received # Stud Enrolled # of Courses _ 1 10 10 71 0 173 99 17 25 0 17 _ 0 43 0 122 48 10 20 4 0 _ 0 44 0 183 46 2 29 4 0 18 482 312 385 # of Inst _ 1 2 0 11 12 2 3 0 3 Page A RC H E C O M M U NI T I E S O F P R AC TIC E – N E W C O N V E N I NG S I N F Y The ARCHE Board of Trustees determined their colleges and universities would benefit from convenings of key individuals across member institutions in FY 19 These meetings will provide each group the ability to build relationships, identify shared goals and challenges, opportunities to problem solve, and identify collaborative opportunities Each group shall determine agendas of meetings based on their needs and current challenges Initial groups identified for FY 19 and host institutions: a Sustainability Directors – Susan Kidd, Agnes Scott College b VP Student Affairs – John Stein, Georgia Institute of Technology c Communications and Marketing directors - Sloan Richards, Georgia Gwinnett College d Chief Academic Officers – Risa Palm, Georgia State University e Chiefs of Legal Counsel – Kerry Heyward, Georgia State University f Greek Life Officers – Shane Pruitt, Oglethorpe University g Public Safety – Debra Williams, Clark Atlanta University These Communities of Practice will meet once a year Each convening will be hosted by an ARCHE member institution Logistical support will be provided by ARCHE ARCHE Convenings – Takeaway from FY19 Meetings Overall impressions – Initial meetings of the newly formed ARCHE Communities of Practice resulted in high levels of participation, willingness to gather with colleagues from different institutions, an openness to sharing common issues and their own best practices and an abundant interest in learning how colleagues operate and handle similar issues at their own institutions Takeaways including establishing listservs among peers to share questions and resources, identification of future discussion areas and the feasibility of future collaborations The convening of legal counsels in particular, expressed a great value from meeting with peers and has requested ARCHE convene their group twice a year Page 10 F I S C A L A G E N T F O R A M PA L S ARCHE serves as the fiscal agent for AMPALS (Atlanta/Macon Private Academy Libraries.) ARCHE works closely with Lucy Harrison, the Executive Director of Library Services at the Board of Regents, to deliver accurate FTE of AMPALS members and review overall billing ARCHE is responsible for calculating the individual amounts due to each institution, preparing invoices, and the monetary collection from AMPALS members for their share of the GALILEO responsibility The participation formula is a combination of FTE for resource fee allocation and the calculation of each members' GALILEO database usage as a percentage of the overall license fees GALILEO Participation Fees for AMPALS Fiscal Year: 2018-2019 Resource FTE Fall Fee 2017 (FTEx$5.40) Agnes Scott College**** 917 Atlanta History Center** - Atlanta Univ Center-Woodruff Library - $7,904 Pro Rata Credit Share of Hours Credit Fall 2017 Hours Credit Hours Share x 75% of License/ Subscriptio n Fees GALILEO Usage Pro Rata Calendar Share of Year GALILEO 2017** Usage GALILEO Usage x 25% of License/ Subscript ion Fees 5.08% 0.00% 9.11% 15,384 2.89% $9,896 - 0.00% $0 - - 0.00% $0 140,096 $220 78,151 - Brenau University*** 2,352 $9,878 30,046 5.64% $19,328 215,379 Clark Atlanta University*** 3,821 $15,813 55,918 10.50% $35,971 409 167 $3,854 1,815 0.34% $1,168 5,280 14,243 $57,196 214,149 40.21% $137,759 877,239 260 $1,076 2,760 0.52% $1,775 95 Mercer Univ -All sites**** 7,918 $50,593 113,179 21.25% $72,806 198,015 Morehouse College*** 2,158 $8,931 33,226 6.24% $21,374 350 520 $2,808 13,125 2.46% $8,443 916 Columbia Theological Seminary**** Emory University*** Interdenominational Theological Ctr.*** Morehouse School of Medicine FY 2019 Total Amount Due FY 2018 Total FY19 Amount compared Due to FY 18 $5,802 $0 $10,401 $23,603 $27,986 $1,220 $9,584 -$4,383 $0 $817 -15.7% 0.0% 8.5% 14.00% 0.03% 0.34% $15,990 $30 $392 $45,197 $49,008 $49,827 $6,027 -$3,811 $1,987 -$613 -7.8% 4.0% -10.2% 57.03% 0.01% 12.87% $65,129 $7 $14,701 $260,083 $237,240 $2,100 $143,789 $22,843 $759 -$5,689 9.6% 36.1% -4.0% 0.02% 0.06% $26 $68 $30,331 $11,319 $29,552 $10,218 $778 $1,101 2.6% 10.8% $1,220 $10,401 $51,815 $5,414 $2,859 $138,100 Oglethorpe University 1,211 $6,539 18,905 3.55% $12,161 22,186 1.44% $1,647 $20,348 $20,550 -$202 Spelman College*** 2,086 $8,633 34,110 6.40% $21,942 189 0.01% $14 $30,589 $30,589 $0 -1.0% 0.0% 35,653 $173,445 532,617 100.00% $342,624 1,538,305 100.00% $114,208 $631,277 $617,690 $13,587 2.2% 8,325 $34,453 126,014 23.66% $81,063 141,139 $125,994 $121,653 $4,341 3.6% Total Woodruff Lib+Member Inst 9.17% $10,479 *The Resource Fee for FY 19 for Emory is reduced by its SFX amount *2017 usage data from Bd of Regents and includes Proquest (full text), LexisNexis (full text), and EBSCO (full text) **Resource Fee is negotiated amount AHC meets $1,000 minimum threshold under "Participation Fee Calculation Formula", paragraph four ***The Resource Fee for FY 18 uses a $4.20 figure per FTE (those already with a discovery service commitment) $631,277 Exh B on BoR contract ****Discovery catalog addition Source: ARCHE from Bd of Regents resource fee and database charges, 2016 GALILEO usage data, and Fall 2016 enrollment data provided by institutions Page 11 C O O P E R AT I V E P U RC H A S I N G Cooperative Purchasing contracts are still in place for ARCHE These agreements include CDWG, Staples, FedEX, Cooper Global, and Verizon This program has received the least amount of attention in recent years Up until several years ago, ARCHE leveraged the combined purchasing volume of its members to develop umbrella pricing agreements with a variety of vendors for goods and services These agreements provided pricing discounts greater than any one institution could achieve on its own Emory played a key role in negotiating such agreements, which in turn were signed by ARCHE for the use of members (although there were no purchasing guarantees made by ARCHE) Much of the volume under these collaborative purchasing agreements evaporated when Gov Purdue changed the way DOAS operates and is funded, meaning the purchasing volume of USG institutions no longer could be counted on since they were then obligated to purchase from the state contracts ACHE Contracts in Place a CDWG existing contract – in 2018, saved ARCHE members well over $300,000 collectively b Cooper Global contract – transportation buses, shuttles, and private cars (in use, but not all are requesting the ARCHE rate) c Fed Ex contract in place – FedEx offers rate discounts of up to 65% and waive numerous surcharges and fees d Verizon – 23% plan discount (includes 22% employee and 15% student discount) e Staples Advantage 2018 PURCHASING REPORT FROM CDW-G CONTRACT Customer Name Total Sales Total Advertised Price CLARK ATLANTA UNIVERSITY CLAYTON COLLEGE AND STATE UNIV GEORGIA GWINNETT COLLEGE INTERDENOMINATIONAL THEOLOGICAL CTR MERCER UNIVERSITY MOREHOUSE COLLEGE MOREHOUSE SCHOOL OF MEDICINE SAVANNAH COLLEGE OF ART & DESIGN SOUTHERN ASSOC OF COLLEGES & SCHOOL SPELMAN COLLEGE STATE UNIVERSITY OF WEST GEORGIA BOARD OF REGENTS UNIV SYSTEM OF GA Grand Total Page 12 $50,887.52 $5,061.74 $25,903.36 $5,009.98 $71,120.95 $52,931.79 $185,721.94 $65,765.53 $14,796.11 $50,071.23 $1,509.79 $577,045.30 $ 1,105,825.24 $ schools Savings $60,727.15 $6,019.14 $32,583.95 $5,265.14 $134,435.67 $74,144.00 $217,873.24 $81,667.64 $16,896.84 $60,530.11 $1,904.23 $741,115.41 $9,839.63 $957.40 $6,680.59 $255.16 $63,314.72 $21,212.21 $32,151.30 $15,902.11 $2,100.73 $10,458.88 $394.44 $164,070.11 1,433,162.52 $327,337.28 A RC H E F I NA N C IA L OV E RV I E W Revenue ARCHE revenue consists of Member institution and Affiliated Library dues that total $180,080 for FY19 The current dues paid by member institutions are based on FTE tiers established in FY14 However, in the past five years, member institutions have each been billed $1500 below the established tier amounts There has been a significant decrease in cost to member institutions to participate in ARCHE following the 2012 ARCHE organizational restructure Membership dues in 2012 exceeded $630,00 total Expenses The entirety of ARCHE revenue is utilized on program and member services, personnel, and operating expenses Program and member services - The interlibrary loan program expenses account for 73% of the Programs and member services spending and 39% of the overall ARCHE expenses in FY19 Expenses include the hourly salary of a UGA driver three days a week, fuel expenses, and service repairs to the ARCHE van Other expenses in this category include funds used to provide lunch for attendees at all the Library Council, Archives Council, ILL/ILU, and cross registration committee meetings Internet and website services have also been included in this category These expenses include web hosting for the ARCHE website, payment to Microsoft for OneDrive and Outlook, and any IT needs by ARCHE staff These expenses increased in FY19 due to a website overhaul to a more modern platform and mobile friendly website The funds for the new website were covered by previous allocated grant money in ARCHE restricted assets Personnel – Expenses include the salary of the Executive Director, cost of fringe benefits, and the administrative fee paid to Emory for serving in this capacity for ARCHE These expenses account for 49% of ARCHE total expenses in FY19 Operating expenses – The greatest expense in ARCHE operating expenses in previous years was rent Rent paid in FY17 accounted for 64% of the operating expenses and 20% of overall ARCHE expenses ARCHE offices are now located in the Higher Ed Hub at Agnes Scott College ARCHE pays Agnes Scott College a manageable monthly usage fee of $500 ARCHE shares space with two other higher education consortia, the Women’s College Coalition and the Association of Presbyterian Colleges and Universities ARCHE operating expenses include rent, accounting (yearly audit), insurance (officers’ liability and liability for office space), membership fees, travel costs, subscriptions, legal counsel, office supplies, and contingency expenses Operating expenses in FY19 were 15% of the total budget Page 13 Atlanta Regional Council for Higher Education FY 19 Dues - Member Institution Dues Institution Agnes Scott College Brenau University* Clark Atlanta University Clayton State University Columbia Theol Seminary Emory University Georgia Gwinnett College Georgia Institute of Tech Georgia State University Interdenom Theol Center Kennesaw State University Mercer University Morehouse College Morehouse Sch of Medicine Oglethorpe University SCAD-Atlanta Spelman College University of Georgia University of West Georgia* Total FY '15 Revised Dues FY 19 FY 18 Less Van FY15 FY 19 FTE, Dues Dues ($2,300) Dues Fall 2017 6000 6000 6000 6000 917 6200 6200 3700 6000 2352 8500 8500 8500 8500 3821 11000 11000 11000 11000 5729 3500 3500 3500 3500 167 13500 13500 13500 13500 14243 11000 11000 11000 11000 10908 13500 13500 13500 13500 24711 13500 13500 13500 13500 43490 3500 3500 3500 3500 260 13500 13500 13500 13500 32147 11000 11000 11000 11000 7918 8500 8500 8500 8500 2158 3500 3500 3500 3500 498 6000 6000 6000 6000 1211 6000 6000 6000 6000 2165 8500 8500 8500 8500 2086 13500 13500 13500 13500 36170 8700 8700 8700 11000 11878 169400 169400 172400** 177000** 202829 *both Brenau University and University of West Georgia not receive library van services Member Dues based on FTE Tiers established in FY 14 500 & less FTE 501-2,000 FTE 2,001-5,000 FTE 5,001-12,500 FTE 12,501 + FTE Page 14 Billed for FY15, 16, 17, 18 5000 7500 10000 12500 15000 3500 6000 8500 11000 13500 CONCLUSION This report is intended to provide a snapshot of ARCHE as we come to the end of FY19 and embark on FY20 ARCHE provides significant areas of collaboration to its members The library collaborative programs are the most visible and utilized by member institutions Cross registration at member campuses remains strong and provides students the opportunity to broaden their academic experience by registering for courses at other member colleges and universities It shares the vast resources of ARCHE member specialties by offering these students access to courses not offered at their home institution and allows them a chance to experience a different campus environment ARCHE communities of practice developed in FY19 added considerable value and benefit to key staff at member institutions All groups expressed appreciation for the opportunity to meet with peers across ARCHE institutions Outgoing ARCHE Chair, Stas Preczewski considered these convenings to be of optimal value to ARCHE members Page 15