Annual Budget Exercise
Forms needed for the 2012 Budget Exercise
During February and March, 2012, all units reporting to the Provost will be evaluating their existing programs and related budgets, establishing priorities, and determining the greatest needs. Careful consideration should be given to determining the needs and priorities of the unit as a whole. Requests made outside of the annual budget process will not be entertained except under exceptional circumstances.
1- Overall College Vision
The initial portion of the exercise requests that each unit evaluate opportunities for growth and potential dis-investment or reallocation. Make reference to investment scenarios developed last year, if appropriate and useful.
DUE April 30, 2012 to Provost’s Office
2- Faculty Line Requests (and related Start Up Requests)
A-New Faculty Line Requests
This portion of the exercise provides an opportunity to request additional faculty lines. If additional faculty lines are requested, a prioritized summary of the positions should be included on Form A – Summary. Form B should also be completed for each position requested. Additionally, if start-up costs are needed for the new position, the Faculty Start Up and Enhancement Funding Request form (provided by VPR) should also be included.
Forms: Form A – Faculty Recruitment Summary; Form B – Faculty Position Recruitment Justification; Faculty Start Up and Enhancement Funding Request
DUE April 30, 2012 to Provost’s Office
B- Faculty Retirement Incentive Program
For each retirement due to the recent incentive program, the College will receive a position funded at the entry level, based on where the Dean determines the position is to be reallocated. Each College will need to provide a plan which indicates which discipline the line should be distributed to. A complete listing of all faculty who accepted the retirement incentive offer will be distributed to each College on or about April 13, 2012. The final distribution plan for reallocation of these lines within the college is due to the Provost’s Office.
Form: To be provided with the final listing
DUE April 30, 2012 to Provost’s Office
3- New One-Time Funding Requests (non-ERR/BRR)
This portion of the exercise provides an opportunity to request one-time funds. Examples of requests for one-time funds would be to host a national conference, to cover temporary faculty for a specific program, or other academic needs that may have been covered by salary savings in the past. A prioritized summary of these requests should be included on Form D – One-Time Temporary and supporting documentation must be included for each requested item.
Form: Form D – One-Time Temporary Funding Requests
DUE April 30, 2012 to Provost’s Office
4- Staff Requests (to request new staff positions or changes to existing staff positions)
A- Where the College or Unit has Funding for the requested need
This portion of the exercise provides an opportunity to request new staff positions or reclassifications of existing staff positions. Human Resources will send out a request for these items separately. Please submit these requests directly to Human Resources as instructed. Human Resources will provide an informational summary to the Provost’s Office.
Forms: Position Change Request
DUE April 30, 2012 to Human Resource Services
More information available at http://hr.nmsu.edu/files/2012/02/C_I_Position_Management_Cycle_FY13_Notification.doc
B- Where new Funding is being requested
This portion of the exercise provides an opportunity to request unfunded staffing priorities for the College or Unit. It is uncertain whether funds will exist for staffing needs. However, we would like to develop an overall priority listing for staff positions. This will assist in prioritizing and determining overall need for the University. Please include a brief justification for each request. If funding does become available, additional information will be requested for the overall top priorities.
Forms: Form C – Summary of Staff Requests
DUE April 30, 2012 to Provost’s Office
C- Staff Retirement Incentive Program
As previously indicated, each College or Unit will need to develop an overall plan to meet the cost savings requirement. Each College or Unit will need to commit to a permanent cost savings of 15% of the total salaries of those staff employees that accept the incentive. These (15%) I&G savings will be retained centrally and non I&G will be retained by the unit for future reinvestment in compensation. A complete listing of all staff who accepted the retirement incentive offer, along with guidelines for developing a plan, will be distributed to each College on or about February 15, 2012. A single, all-inclusive plan for the college/division identifying requested position changes and permanent budget savings of 15% must be submitted to the Budget Office. Additionally, a summary of the overall plan is due to the Provost’s Office for informational purposes.
DUE March 30, 2012 to both offices as outlined.
5- Equipment Renewal and Replacement Funding Requests (ERR)
ERR requests should be for capitalizable I&G equipment or software that meet university-wide needs only. To be capitalizable for ERR purposes, equipment must be a moveable asset valued at $1,000 or more with a useful life of one year or more which is not permanently affixed to a building. Software requests must be for amounts over $5,000 (maintenance contracts do not qualify). A prioritized summary of the equipment requests should be included on Form E – Equipment Renewal and Replacement Requests. Additional supporting materials must be included for each requested item including quotes, catalogue prices, or ICT itemized estimates. Additional guidelines for this will be made available soon.
Form: Form E – Equipment Renewal and Replacement Requests
DUE April 30, 2012 to Provost’s Office
Note that these requests will be summarized and prioritized as a group and will be submitted to the University’s Budget Committee for further consideration. This will replace the request that was previously received from the Budget Office each year.
6- Building Renewal and Replacement (BRR)
Building Renewal and Replacement requests should be submitted directly to Facilities and Services (as per 1/24/2012 email request from Glen Haubold). The Provost’s Office will work with Glen Haubold to help establish priorities.
DUE March 9, 2012 to Facilities and Services
Budget Request Evaluation Guidelines
In addition to the justifications you provide, the Office of the Provost will be guided in making budget decisions by consideration of how closely your requests:
- Align with institutional and college missions and strategic priorities such as Building the Vision draft (available at http://provost.nmsu.edu/initiatives/building-the-vision/);
- Serve multiple units/programs/initiatives (i.e. funding that can meet needs in more than one area simultaneously);
- Yield a positive result with respect to increasing diversity and/or reducing underrepresentation;
- Reward past success with regard to “throughput” measures (e.g., number of degree recipients as a proportion of students in a given program);
- Support opportunities for enhanced external funding (grants, contracts, gifts, etc.); and/or
- Raise substantially the external visibility/reputation of the academic program.
In order to support the budget request process, you will shortly be receiving information for your programs on:
- Majors/Degrees awarded
- SCH per tenure system faculty member
- SCH per college track faculty member
- Percent SCH taught by tenure system faculty and college track faculty
- Student-faculty ratio within major (Undergraduate and Graduate separated)
- Research expenditures per tenure system faculty member and total per department
- General Education SCH by department
You will also be provided peer data where it is available to use for these measures.
Due dates are as follows are listed at the end of each section. All items are due by 5:00pm on the due date indicated. No late submissions will be accepted.
Note that regardless of the format of the submission, summary Excel spreadsheets must also be submitted electronically to krumford@nmsu.edu for compilation purposes, including Form A, Form C, Form D, and Form E.
I have been working closely with your Business Managers to help answer questions and provide any guidance. Please work with them as you prepare your Annual Budget Exercise. If you have any questions, please feel free to contact me (Kim Rumford) at 646-2251 or krumford@nmsu.edu.
