Joint Planning & Budget Committee

Committee Charge

The mission and strategic plan of the university should drive both planning and budget. The Joint Planning and Budget Committee (JPBC) is a presidential advisory committee representing the campus community. It serves as the institutional oversight body to ensure that institutional goals and division level planning and budgeting are interlinked and informed by assessment to advance the strategic goals and priorities established in Building a Better Brockport, the strategic plan for the University.

JPBC is charged with making recommendations to the President regarding University planning and budgeting issues including, but not limited to, campus mission and strategic planning, input on proposed budget reductions or the allocation of new resources, shifts in resources or responsibilities from one division or unit to another, and assessment activities. JPBC is also charged with reporting actions to the campus community and governance groups on a regular basis, including through College Senate and Budget Town Halls, where the faculty Co-Chair will present alongside the VP for Administration and Finance. Individual members must take responsibility for reporting back on agenda items and actions taken to their constituent groups and the Co-chairs are charged with monthly updates to campus via The Daily Eagle. Members should take active rather than passive roles in relation to communication, engagement, and recommendations.

The Committee is responsible for reviewing and assessing the Strategic Planthrough the specially formulated Strategic Plan Assessment Committee; responding to the work of the Enrollment Management Committee; offering feedback on capital projects and plans as requested; assessing revenue generating ideas; and issuing calls for funding prioritization requests as required. At times, the committee will need to review budget reduction options and make recommendations to the President regarding methodology and outcomes.

The Committee will receive reports from the newly formed Strategic Plan Assessment Committee; and will receive reports from affiliated organizations such as BSG and BASC for informational purposes. A standing Campus-Based Fee Review Committee is responsible for reviewing annually any Broad-Based Fee requests and recommending changes in fee levels and fee policy to the JPBC.

JPBC may establish ad hoc work/study groups for discrete periods, as needed. Each year, the President shall assign a specific charge in addition to this wider charge, in order to ensure that academic and institutional priorities are maintained, and this may include the formulation of additional subcommittees.

 

Committee Membership

CO-CHAIRS

  • Member of the Faculty 1 (ex officio); three-year term 3
  • Vice President for Administration and Finance (ex officio); indefinite term
  • Faculty 1 Co-Chair Elect (ex officio); one-year term 2, 4

Membership

  • President of the University (ex officio)
  • College Senate President
  • Four faculty 1 (each school must have at least one representative, with consideration being given to a member of the teaching faculty in programs reporting to the vice provost or a librarian to fill the fourth position);
    • 3- year term (staggered), with the opportunity for renewal 2, 4
  • Four professional staff 3 ; 3-year term (staggered), with the opportunity for renewal 4
  • One Administrative Services Unit (ASU) staff (appointed by COSAC); 3-year term, with the opportunity for renewal 4
  • One Operational Services Unit (OSU) staff (appointed by Administration and Finance OSU Advisory Council); 3-year term with the opportunity for renewal 4
  • Seven administrative members (indefinite term):
    • Provost and Vice President for Academic Affairs
    • Vice President for Enrollment Management and Student Affairs
    • Vice President for Advancement and Communications
    • The Dean of each school
    • Director of Assessment
  • Three student representatives; two undergraduates and one graduate student appointed by BSG; up to 2-year term
  • College Senate President-elect (ex officio)

Technical Consultants to the Committee 5

  • Assistant Vice President for Enrollment Management & Student Affairs – Planning, Assessment, and Retention
  • Assistant Vice President (AVP) for Finance and Management
  • Vice Provost
  • Chief Diversity Officer
  • Director of Institutional Research
  • Director of LITS (CIO)
  • Director of Physical Plant
  • Director of Graduate Studies

The Committee will meet Thursdays from 8:30–10:30 am, generally following a pattern of twice a month, but the actual meeting frequency will be determined each year depending on the amount of business before the committee. Meeting agendas and minutes will be posted on our homepage. The committee will operate during the academic year (concurrent with the dates of faculty obligation).

1 Faculty refers to all full-time teaching faculty and librarians, including those teaching in programs reporting to the Vice Provost.

2 The Faculty Co-Chair and Faculty Co-Chair Elect, and Faculty and Professional Staff representatives will be determined by a collaborative process involving the JPBC Co-Chairs, the College Senate and President’s Cabinet. On or before March 1 of each year, the JPBC Co-Chairs will transmit to the Executive Committee of the College Senate a slate of faculty and professional staff to fill positions to be vacant in the succeeding year. The slate must consist of a minimum of n+2 nominees (where n = # of available positions). In the second year of the Faculty Co-Chair’s term of service, the JPBC Co-Chairs will include on the slate their proposed candidate to fill the position of Faculty Co-Chair Elect. The Executive Committee will respond to the JPBC Co-Chair’s request within three weeks. The response may take the form of an endorsement of the slate, an indication that some or all candidates are not appropriate, and/or recommendation of additional faculty or professional staff warranting consideration. If the open position(s) are unable to be filled based on this response, the President of the University retains the right to fill the position(s), pending final consultation with the College Senate President and the incoming College Senate President. This process will be concluded prior to the final meeting of the College Senate for the current year.

3 The Faculty Co-Chair Elect serves for one year, concurrent with the Faculty Co-Chair’s final year of service, and then shall succeed to the Faculty Co-Chair position for a three-year term. The Faculty Co-Chair Elect serves ex officio, unless they simultaneously serve in a membership role as one of the four Faculty representatives.

4 After 6 years, a one-year break is required before reappointment.

5 Technical consultants to the Committee shall serve as subject matter experts (ex officio). Technical analysis to support the Committee will be coordinated through the Office of the AVP of Finance and Management.

Campus-Based Fee Review Committee

A sub-committee to the JPBC to be chaired by the AVP of Finance and Management and the incoming College Senate President, and consisting of appropriate staff members and student representation. The primary function of the committee will be to review annually Broad-Based Fee requests and to recommend changes in fee levels and fee policy to the JPBC.

In addition, every two years, the committee will be charged with providing the Joint Planning and Budget Committee a report:

  • Evaluating current campus fee assessment, waiver and exemption guidelines;
  • Recommending appropriate fee assessment, waiver and exemption guidelines for online courses and programs; and
  • Reviewing and recommending revisions to the Campus Policy on the Assessment of Campus-Based Fees.

Instructional Technology and Classroom Renovation (ITCR) subcommittee

The Instructional Technology and Classroom Renovation standing sub-committee of JPBC will complete ateaching spaces needs assessment, which will include campus community input, to determine the instructional technology and classroom renovations necessary to ensure

an excellent educational experience in an inclusive and accessible learning environment. Subsequently, the sub-committee will annually recommend needed instructional technology upgrades as well as essential classroom renovations on a classroom-by-classroom basis and will provide updates to the campuscommunity on their work. Their recommendations to JPBC would form the basis for allocation of instructional technology funds and physical space improvements for specific classrooms or associated teaching spaces each year.

The priority listing for the two discrete needs would be assembled from school deans, department chairs, faculty, instructional technology staff, and others as necessary. The annual priority listwould be published for information to all faculty and staff by the JPBC as part of its regular communication with the campus.

Sub-Committee membership is recommended as follows with the sub-committee electing its own chair.Membership terms would be for three years, with rotation of one third of members each year after two initial years have elapsed.

  1. Three faculty representatives, one from each school
  2. One associate dean from any school
  3. One representative from the Registrar’s Office
  4. Two representatives from instructional technology
  5. Two representatives from budget, finance, and administration
  6. Coordinator of Student Accessibility Services
  7. Director of Facilities Maintenance and Operations
  8. CELT Director

Presidential JPBC charge 2022-23

In addition to the standing charge above, and overseeing the two subcommittees, JPBC should propose recommendations that ensure the campus does not operate under a structural deficit. If funds allow, it is hoped that there will be another round of Investment Funds, and if so, JPBC will oversee the recommendation process. This will be determined in the fall semester. JPBC should also consider how best to receive reports from the new Strategic Plan Assessment Committee.