West Georgia College financial data and budget reports
Scope and Contents
West Georgia College financial data and budget reports contain the following types of files dated between 1946 and 2003: budgets (proposed and approved), financial reports, audits, enrollment estimates and retention studies, University System of Georgia Regents’ reports, future development plans, capital outlay priorities, budget preparation materials, budget amendment materials, Instructional and Research Services reports and projects, reports on institutional salaries, approved grant applications, and program proposals. The final financial reports in this collection dated 1996 to 2003 relate to the State University of West Georgia.
The Educational and General budget changed in title to the Resident Instruction budget in FY 79. In 1980, this budget included instruction, research, public service, academic support, student services, institutional support, operation and maintenance plant, and scholarships and fellowships. In 1981, Auxiliary Enterprises budgets included items for the operation of the dining hall, student housing, the Bookstore, Student Health Services, vending operations, student center, college union, post office, traffic control, and College Work Study matching funds. In the early 1980s, the Plant Operations and Maintenance Suspense budget included plant operations administration, building and equipment maintenance, custodial services, utilities, landscaping and grounds maintenance, campus security, and building square footage as the basis for allocation of building maintenance costs. The Plant Operations budget is variously called the Plant Operations and Maintenance budget and the Plant Operations Suspense Budget. Student Activities budgets do not appear in the files until 1959, and an Athletic budget first appears in 1981.
Series I contains financial and budget files related, primarily, to West Georgia College. Typical budgetary files include: budgets and requests for Auxiliary Enterprises, Educational and General, Student Activities, Plant Operations and Maintenance Suspense, Athletic, and one library budget. Regents’ biennium budgets are noted in two places.
Series II contains grant applications and reports on use of funds, program proposals, and Head Start Supplementary Training Program information.
Series III contains files that include sensitive information. Many of the budgets between 1976 and 1986 contain individual employee social security numbers. Access to these materials has been restricted. Requested files will be assessed by the Head of Special Collections before access can be granted.
- Majority of material found in 1946-1992
- McWhorter, J. E. (Person)
Conditions Governing Access
Boxes 11-12 are restricted until reviewed by the Head of Special Collections for
Social Security numbers. Files within these boxes will be available after sensitive information is redacted. Please contact Special Collections with the box/folder you would like to view.
All other materials are open and available for use.
Conditions Governing Use
Rights held by the University of West Georgia. Boxes 11-12 are restricted until assessed by the Head of Special Collections. All other materials can be used.
Biographical / Historical
This collection contains primarily materials created by the administration of West Georgia College (WGC), with some financial reports for the State University of West Georgia at the end of the first series. The financial reports of 1954-1955 do not indicate an author or authoring entity. The reports from 1958-1970 acknowledge WGC President Irvine S. Ingram and Comptroller J. E. McWhorter. The 1971 report notes the Acting President, George W. Walker, and the Director of Fiscal Affairs, Kenneth C. Batchelor. Batchelor’s name and position continued on financial reports, even as presidents change, until 1980. In 1981, Batchelor’s title changed to Vice President for Business and Finance, and remained this way until the 1994 report, when William N. Gauthier takes over this role. In the 2003 report, Gauthier’s title shifts to Senior Vice President for Fiscal Affairs.
In 1984 the Division of Budget and Research Services became the body to house budget development and budget amending processes for West Georgia College. The director at that time was Richard A. Folk, and he reported directly to the president of the college. This division was responsible for the continuation of an ongoing planning cycle, retention studies, measures of faculty productivity, faculty salary studies, the West Georgia College Fact Book. The Division of Budget and Research Services was also instrumental in fostering faculty and staff professional development in the humanities areas, securing funds from National Science Foundation programs, and promoting international education at WGC, each of which impacted the college budget and budgetary process.
Other files in this collection were generated by the Instructional and Research Services division, which was in evidence between 1967-1978. An August 18, 1967, memo proposed an Institutional Research organization independent of any particular department. All institutional research activities would be under the supervision of a director or coordinator who reported to the president, with responsibility for coordination of all individual, departmental, and institutional research functions. Such a division would include an institutional research committee consisting, among others, of the President, Dean of the college, Comptroller, and the Director of the Bureau of Research. Committee functions included initiating research activities internal to WGC, approving proposals requiring institutional funds for research proposals, approving proposals requiring contractual or informal relations with external institutions, preparing and recommending to the President statements of institutional policy, and establishing policy concerning publication costs of individual faculty/student research and the expense of travel for the purposes of reading papers. The Director of Instructional and Research Services was appointed by the President with the approval of the Board of Regents. Among others, contracts and grants, maintenance of an accounting system independent of Fiscal Affairs’ systems, reconciliation of accounts, and preparation of agency budget amendments fell under his purview. Division actions impacted the business and financial workings of West Georgia College. The first director of the Instructional and Research Services division was Dr. James Wash.
10.42 Linear Feet (11 boxes)
This collection contains audits, budgets, grant applications, instructions, lists of priorities, program proposals, projects, reports, and studies. Most materials pertain to the financial matters of West Georgia College, with a few for the State University of West Georgia. Materials span 1946 through 2003, with the bulk of materials dating 1946-1992. Documents were generated by the college president or president’s office, the college comptroller, the Division of Budget and Research Services, the Instructional and Research Services division, the Director (or Vice President) of Fiscal Affairs, and regents of the University System of Georgia, among others. Budget materials become more specific and differentiated over time. Duplicate documents and documents of an intermediate nature (not top level) were not retained.
Chronological order was imposed. Collection was arranged in 3 series: Series I: Financial Data and Budget Reports; Series II: Program and Grant Proposals; Series III: Restricted Access.
Immediate Source of Acquisition
Materials were transferred to Special Collections after 2003.
Processed by Lalah Manly, 2021
- Guide to the West Georgia College Financial Data and Budget Reports
- Lalah Manly
- Description rules
- Describing Archives: A Content Standard
- Language of description
- Script of description