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University Advancement and Public Affairs

University Advancement and Public Affairs. University Advancement & Public Affairs.

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University Advancement and Public Affairs

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  1. University Advancement and Public Affairs

  2. University Advancement & Public Affairs • The mission of the Division of University Advancement and Public Affairs is to acquire and cultivate relationships with alumni, faculty, staff, parents, and friends of the university to help support the educational mission of Midwestern State University and to promote and market the university. • The division is comprised of the following offices: • Vice President for University Advancement and Public Affairs • Alumni Relations • University Development • Donor Services and Scholarships • Marketing and Public Information • University Webmaster • Print Shop

  3. University Advancement & Public Affairs The primary role of the Office of the Vice President for University Advancement and Public Affairs is to generate resources for the university and to market and promote Midwestern State University. In the past 11 years, under Dr. Rogers’ tenure, the university has raised in excess of $80 million. These dollars have resulted in capital projects, including the Dillard and McCoy facilities, and have dramatically expanded the university’s scholarship base.

  4. University Advancement & Public Affairs In recent years, we haveextended our outreach to include the City of Wichita Falls 4B Board. Last year we secured $350,000 for softball and soccer lighting. We are currently working with the 4B Board in a $500,000 matching partnership to assist the university in developing a baseball program. University Advancement works with the students, faculty, staff, alumni, local, and regional communities and on a state and multi-state basis to penetrate monies and promote and enhance MSU.

  5. University Advancement Funding • University Advancement 24000 4000 $296,421 • Salary, fringe benefits, and longevity for three (3) full-time employees • Travel • Maintenance and operations • Univ Adv Reserve 24002 4000 $31,825 •   Travel • Promotional items • Advertising • MSU Foundation $35,000Expenses related to: • Travel • Supplements for advertising, promotions, advancement University Advancement and Public Affairs

  6. University Advancement & Public Affairs Both the MSU Foundation and the MSU Charitable Trust were established for the purpose of receiving, holding, investing, and dispensing the proceeds of gifts made for the benefit of Midwestern State University. They assure donors that their gifts will be maintained and distributed in compliance with their individual wishes. University Advancement and Public Affairs

  7. What is the MSU Charitable Trust? Midwestern State University Charitable Trust was chartered as a charitable trust by the state of Texas on March 21, 1989. The trust is separate from the university. However, the MSU Charitable Trust is governed by the university in that the supervision and control of the organization’s Board of Trustees rests in the Board of Regents of the university. Holdings as of August 31, 2012 $24,012,995 University Advancement and Public Affairs

  8. MSU Charitable Trust Distributions Bridwell Trust $ 9,241 Edwards Scholarship Trust $ 36,720 Daniel Trust $161,698 Fain Fine Arts Trust $ 86,621 Wood Health Science Scholarship Trust $ 29,353 Perkins-Prothro Liberal Arts Trust $558,488 Prothro Business Administration Scholarship Trust $ 20,143 Prothro Distinguished Professor of Geological Science $ 9,219 Minnie Rhea Wood Trust $ 32,868 WF Museum of Art at MSU $ 62,799 Dillard College of Business Administration $157,803 Lalani Center $ 11,748 Roy Smith Memorial Scholarships $ 4,685 Harvey Art $ 40,893 O’Donnell Visiting Artist Program $ 8,000 Total MSU Charitable Trust Budget for 2012-13 $730,279 University Advancement and Public Affairs

  9. What is the MSU Foundation, Inc.? Midwestern State University Foundation, Inc. was chartered as an independent, tax-exempt foundation by the State of Texas on February 23, 1960. It is an incorporated, nonprofit organization developed solely for the benefit of Midwestern State University. Holdings as of August 31, 2012 $15,200,375 University Advancement and Public Affairs

  10. MSU Foundation, Inc. Distributions Category I: President’s Office (University Activities) $ 88,466 Category II: Staff Development $ 1,000 Category III: Public Information & Marketing $120,000 Category IV: University Advancement $ 50,000 Category V: Alumni $ 12,500 Category VI: Scholarships $342,624 Category VII: Enrollment Management Services $ 77,170 Category VIII: Other Projects $158,237 Category VIX: Rodriguez Fund $ 6,250 Total MSU Charitable Trust Budget for 2012-13 $856,247 University Advancement and Public Affairs

  11. Endowments Total of Midwestern State University held endowments as of March 2, 2013: $6,546,692 University Advancement and Public Affairs

  12. University Development University Advancement and Public Affairs

  13. Office of University Development • The Office of University Development is designed to generate an increasing donor base that will provide a steady and consistent source of income for Midwestern State University. In order to accomplish this goal, the office has developed the MSU Annual Fund to solicit private contributions from a variety of sources. • Annual Fund • Alumni Giving • Faculty and Staff Giving • Student Giving • Parent Fund • Corporate Giving • Friend and Former Student Giving University Advancement and Public Affairs

  14. Annual Fund • The Annual Fund provides a source of unrestricted support to Midwestern State University. Support and awareness for the university is raised through a number of avenues including: • Direct mail pieces • Email communications • Phonathon • Promotional giveaways • Funds generated through the Annual Fund promote academic excellence through: • Scholarships • Faculty development • Facility improvements • Student research opportunities • Up-to-date equipment and software University Advancement and Public Affairs

  15. Phonathon • The MSU Phonathon is a studenttelephone program that operatesduring each academic semester asa resource to the Annual Fund.Students contact alumni, parents,and friends to: • Build and maintain relationships with all constituents • Cultivate and reactivate donors • Acknowledge the generosity of donors and the impact of their gifts • Maximize the opportunities and convenience for alumni, faculty and staff, friends, and parents to support any area at MSU • Verify and update information to ensure delivery of SunwatcherMagazine and other notices • Share news and updates about MSU University Advancement and Public Affairs

  16. Annual Fund Goal for 2012-2013 Goal $300,000 YTD cash $234,300 (78% of goal) Pledges $ 62,429 Total $296,729 (99% of goal) Right Now: The Annual Fund has received 2,204 gifts from 1,456 donors. University Advancement and Public Affairs

  17. University Development Funding • Annual Fund Operations 24104 4100 22 $327,536 • Salary, fringe benefits, and longevity for four (4) full-time employees • Student wages for one (1) part-time student worker • Communication pieces (Direct mail and email) • Promotional items • Travel • Maintenance and operations • Annual Fund Phonathon 24100 4100 22 $36,939 • One (1) part-time student supervisor • Fifteen (15) part-time student callers • Corporate Giving 24101 4100 22 $1,000 • Corporate mail pieces University Advancement and Public Affairs

  18. University Development Funding • Student Giving 24102 4100 22 $1,000Expenses related to marketing/promoting “giving back” • to MSU at special events • Parent Giving 24103 4100 22 $2,500 • Expenses related to: • Spirit Days Parent Reception • Signage and print materials • Donor Data and Research 24105 4100 22 $5,706 • Maintenance and operations • Software • Travel University Advancement and Public Affairs

  19. University Development Outcomes When compared to other universities with larger field staff, MSU generates as much or more in private donations. The field staff at MSU consists of the Vice President for University Advancement and the Director of University Development. Field Staff Institution (Development Only) Dollars Raised MSU 2011-2012 2 $13.5 million West Texas A&M 6 $4.7 million Texas A&M-Commerce 7 $1.8 million Tarleton State 6 $1.5 million Source: Voluntary Support of Education (VSE) 2011 Report University Advancement and Public Affairs

  20. Donor Services and Scholarships University Advancement and Public Affairs

  21. Donor Services and Scholarships • The Office of Donor Services and Scholarships serves as a liaison between the university and its donors and administers the university’s scholarship program. • Duties and responsibilities include: • Managing, budgeting, and performing extensive record keeping of 275 scholarships and accounts • Processing more than 3,000 scholarship awards totaling $3 million annually, including approximately 700 outside scholarships totaling in excess of $775,000 University Advancement and Public Affairs

  22. Donor Services and Scholarships • Overseeing all scholarship endowments held by MSU, the MSU Foundation, and the MSU Charitable Trust • Providing annual reporting to donors of endowed funds and other scholarship funds • Establishing new endowments • Managing donor relations and stewardship efforts, including the scholarship thank-you letter writing program and composing the Honors Recognition Dinner program and coordinating the donor reception • The Office of Donor Services and Scholarships works with all colleges, departments, and service areas regarding donations and scholarship awards, as well as researching donor and gift history information for donors and the campus community and arranging funding and distribution of special needs scholarships. University Advancement and Public Affairs

  23. Donor Services & Scholarship Funding • Donor Services & Projects 11000 14300 $57,878 • Salary, fringe benefits, and longevity for one (1) full-time employee • Donor Services & Special Projects 24306 4300 22 $12,693 • One (1) temporary, part-time employee • One (1) student assistant • Maintenance and operations • Institutional Advancement 24302 4300 22 $4,418 • Copier rental • Conference fees • Travel University Advancement and Public Affairs

  24. Donor Services & Scholarship Funding • MSU Foundation $15,000Expenses related to donor services and institutional advancement efforts including the following: • Travel, workshop, and conference expenses • SunwatcherMagazine excess expenses • Billboards and ads in DFW movie theaters • Alumni events/efforts • Donor and alumni gifts University Advancement and Public Affairs

  25. Donor Services and Scholarships The elimination of one (1) full-time professional position in September 2010 greatly affected our ability to expand donor and scholarship programs. While the addition of a temporary, half-time employee and a student assistant has helped with the clerical workload, the Office of Donor Services and Scholarships is inadequately professionally staffed to initiate more programs or expand existing programs to reach and engage our constituents. University Advancement and Public Affairs

  26. Alumni Relations University Advancement and Public Affairs

  27. Alumni Relations • The Office of Alumni Relationsis the liaison between theuniversity and more than32,000 alumni living acrossthe United States and the world. • Responsibilities include: • Developing and coordinating of all alumni activities • Homecoming events (fish fry, recognizing outstanding alumni, tailgates, 50-year and affinity reunions) • Social events throughout Texas (Cowboys Stadium, The Woodlands, Kemah, Fort Worth, Dallas, Allen)Note: Events are planned this spring in Vernon, Seymour, Graham, Bowie, and Austin. University Advancement and Public Affairs

  28. Alumni Relations • Contributing alumni information for Sunwatcher Magazine • Where they are now (including babies and weddings) • Memorials • Distributing the monthly MSU Connection (newsletter), birthday greetings, plus any additional special event or athletic announcements, via email to 29,000 constituents • Overseeing the MSU Alumni Association 16-member Board of Directors and more than 3,200 annual members • Working to unite alumni and students as one through on- and off-campus events University Advancement and Public Affairs

  29. Alumni Relations Funding • Alumni Relations 24500 4500 20 $145,608 • Salary, fringe benefits, and longevity for two (2) full-time employees • Two (2) student assistants • Alumni events • Travel • Maintenance and operations • Alumni Association 90017 9000 90 Self-supporting • MSU Foundation $12,500Expenses related to alumni relations efforts including the following: • Travel, workshop, and conference expenses • Homecoming University Advancement and Public Affairs

  30. Marketing and Public Information University Advancement and Public Affairs

  31. Marketing and Public Information • The Office of Marketing and Public Information provides university information to the public and campus community and markets the university to a variety of audiences to promote awareness, pride, and support. • Responsibilities include: • Producing Sunwatcher Magazine twice a year • Releasing all university news and information to the media, including honor roll and graduation lists • Coordinating media interviews with faculty and staff • Producing the weekly newsletter, The Update • Processing open records requests • Editing and distributing Postmaster requests • Producing brochures, postcards, and promotional materials for various departments on campus University Advancement and Public Affairs

  32. Marketing and Public Information • Developing and implementing an annual advertising campaign • Maintaining a variety of promotional items for giveaways, door prizes • Supervising the Webmaster’s Office • Overseeing the University Print Shop University Advancement and Public Affairs

  33. Marketing & Public Information Funding • Public Information 11000 14200 22 $106,726 • Salary, fringe benefits, and longevity for two (2) full-time employees • Public Information 24200 4200 22 $29,905 • Salary and fringe benefits for one (1) half-time employee • One (1) student assistant (vacant) • Travel • Maintenance and operations • Marketing 24204 4200 22 $109,800Expenses related to advertising including: • Outdoor billboards • Newspaper/magazine advertising • Community and high school advertising • Design/Photography • Specialty advertising • Promotional materials University Advancement and Public Affairs

  34. Marketing & Public Information Funding • MSU Foundation (Advertising/Graphics/Travel) $85,000 • Expenses related to advertising including: • Outdoor billboards • Newspaper/magazine advertising • Community advertising • High school advertising • Design/Photography • Specialty advertising • Promotional materials • MSU Foundation (Sunwatcher) $35,000 • Expenses related to the consultation, conception, design, and production of Sunwatcher Magazine University Advancement and Public Affairs

  35. Marketing & Public Information Funding The budgets for marketing have been reduced by as much as $40,000 over the past three years. Therefore, it has been necessary to request supplements from within the division and Office of the President to maintain our current level of marketing and production of Sunwatcher Magazine. University Advancement and Public Affairs

  36. Marketing & Public Information Funding If we are to grow our enrollment, much of that effort will be directly linked to our marketing efforts. In discussions with Nowell-Levitz consultant Michael White, he emphasized the need to “own our area.” In addition our billboard campaign in the DFW area now has more emphasis as it relates to a direct-marketing campaign with the Office of Admissions. In order to capitalize on the two areas, it is estimated that an additional $50,000 would be needed to add two local/regional billboards and two-three billboards in the DFW area. University Advancement and Public Affairs

  37. Marketing & Public Information Funding Moving forward the university will need to capture life on the campus through visual elements – video and photography. Videos and photographs will be used to enhance the university website, social media platforms, promotional videos used throughout campus, and in advertising opportunities for special events. An estimated $25,000 is needed to produce these visual elements. University Advancement and Public Affairs

  38. University Webmaster • The University Webmaster serves as the central coordinator for all areas of the Midwestern State University website. The staff works closely with technical staff and coordinates the work of administrators, faculty, and students in developing and maintaining consistent quality of the university’s web presence. • Responsibilities include: • Developing integrated marketing strategies in consultation with administrative sitemasters • Creating and maintaining custom databases that allow MSU personnel to manage content • Creating and implementing marketing and promotional projects • Researching and implementing web applications • Training for faculty, staff, and students • Providing support for student organizations University Advancement and Public Affairs

  39. University Webmaster Funding • Webmaster 24201 4200 22 $123,111 • Salary, fringe benefits, and longevity for two (2) full-time employees • One (1) student assistant • Maintenance and operations • Note: The Board of Regents approved the purchase of a new content management system last summer for the university website. The new software and hardware requirement cost $25,000 that was taken from the Technology Fee account. • The maintenance and operation budget for the office only consists of $941 for the fiscal year. University Advancement and Public Affairs

  40. University Webmaster Funding The university website is a vital component to reaching our target audience. In order to keep up with the demands of today’s students and from falling behind in technology, additional funding will be necessary to provide for software and hardware support, and training and travel opportunities. University Advancement and Public Affairs

  41. University Print Shop • The University Print Shop supports the overall goals of the university by promoting and enhancing the institutional image through quality printing while integrating new technology to maintain a strong commitment to serving its customer base. • Services provided include: • Printing, variable data, laminating, numbering, shredding, binding, hole drilling, gluing, mounting, scoring, stitching, and perforating • Desktop publishing, design, and layout support for the campus community • Authorized printer for business cards, letterhead, and campus forms • Printing for registered student organizations • Thesis printing University Advancement and Public Affairs

  42. University Print Shop Revenue Revenue generated through the University Print Shop has been instrumental in funding numerous departments and initiatives on campus for the past 10 years. Projected Budget for FY13 $256,840 Revenue YTD (February) $129,970 Projected Balance $126,870 Note: Last year the Print Shop fell short of its revenue budget by $6,215. During this time, the Office of Purchasing assumed control of ordering copy paper for use in university departments. This created a reduction in revenue but was not reflected or amended in the Print Shop’s budget. The Print Shop generated about $6,000 from the sale of copy paper. University Advancement and Public Affairs

  43. University Print Shop Funding • Print Shop and Supply 24202 4200 22 $256,808 • Salary, fringe benefits, and longevity for three (3) full-time employees • One (1) student assistant • Maintenance and operations • Note: Despite the shortfall in revenue last year, the Print Shop was able to reduce expenses to provide a surplus of almost $9,000 for the university. University Advancement and Public Affairs

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