A Finding Aid for the Budget Records 1955-1999

Collection Summary

Collection Title: Budget Records

Creator: Ferris State University. Office of Budget and Planning.

Dates: 1945-1997

Abstract: These records contain various budget requests and supporting documentation. Reports are separated into operating budgets, capital outlay budget and reallocation budgets.

Language: English

Quantity: 3.0 cubic feet; 2 records center boxes

Identification: UA 5.3.600

Repository: Ferris State University Archives and Records Management Program

Historical Note

The budget office has traditionally reported to the president of the university. One of its' primary responsibilities is the preparation of budget documentation requests for the state of Michigan. These reports are then submitted to the chief fiscal officer and president and sent on to the state.

A variety of mechanisms have been used over the years to gather input into what makes it into an operating budget request. These records in large part reflect the final budgets sent on to the state offices. Material relating to actual budget outlay and separate capital requests have been included in the collection as well.

Scope and Content Note

This collection contains the basic budget records of the institution. It includes proposed budgets and some actual reports on how the operating budget was actually spent. Many of these records predate computers at the university. Records are arranged by budget type and chronologically within type. When available, the supporting backup documentation has also been included.

In the first series, the operating budget request, submitted prior to the fiscal year begins with a brief synopsis of the operations and program objectives of the institution. A narrative justification is provided for any increase to the budget. Next follows the state budget forms, followed by appendix (extra information such as student statistics, faculty salaries or curriculum changes.) Some operating budgets also provide state required data submission which includes the fiscal budget, revenues, headcounts, student credit hours, enrollments and all fees.

In Series 2, capital budget requests include a brief narrative detailing the reasons for the projects followed by the state forms detailing services and anticipated costs. Documentation files frequently give information on projects that are partially completed and any alterations to original requests.

Series 3 is a series created by President Victor Spathelf, to reconcile the original proposed operating budget with the funds finally allocated by the state. It is a more realistic view of the budget of the university.

Arrangement

The papers are divided into a single series.

Access Information

Conditions of Access

The Budget Records are open for research to all users in accordance with University Archives and Records Management access policies. It is available in the reading room of the Ferris State University Archives.

Conditions of Use

Requests for permission to publish material should be directed to the University Archivist. It is the responsibility of the researcher to identify and satisfy the holders of all copyrights.

Copyright interests for this collection have been transferred to Ferris State University. For more information, contact the University Archivist.

Subject Headings

Below are a list of names, organizations and subjects relating to the collection. Names have been taken from Library of Congress Authority headings whenever possible.

Related Materials

None specified.

Administrative Information

Citations

Footnotes and bibliographic references should use the following format:
[Item], Folder, Box (or url). Budget Records. Ferris State University Archives. Big Rapids, Michigan.

Provenance (Acquisition Information)

Portions of the audits were transferred by Neva Martin in the President's office in fall 1983. Others were transferred to the University Archives by unknown donors prior to September 2002.

Processing Information

The Budget Records were processed to the folder level by Melinda McMartin Isler in December 2008. A finding aid was prepared in a word processing format and converted to EAD 2.0. A collection level MARC-21 record was prepared and placed in the library online public access catalog. Description based on Describing Archives: A Content Standard (Chicago: Society of American Archivists, 2004).

Technical Requirements

This collection consists of 8.5 x 11 sheets of paper or larger. There is no specialized software required for viewing.

Content Listing

Series 1. Operating Budgets. 1955-1999.

This series consists of 2.5 cubic feet of records of operating budget information. Materials include the official budget request to the state, and supporting documentation including correspondence, charts and other financial data.

Records are arranged chronologically with requests followed by supporting documentation.

Box Folder Contents
1 1 Operating budget request.1955-1956.
1 2 Operating budget request. 1956-1957.
1 3 Operating budget request. 1957-1958.
1 4 Operating budget request. 1958-1959.
1 5 Operating budget request. 1959-1960.
1 6 Operating budget request. 1960-1961.
1 7 Operating budget request. 1961-1962.
1 8 Operating budget request. 1962-1963.
1 9 Operating budget request. 1963-1964.
1 10 Operating budget request documentation. 1963-1964.
1 11 Operating budget request. 1964-1965.
1 12 Operating budget request documentation. 1964-1965.
1 13 Operating budget request. 1965-1966.
1 14 Operating budget request documentation. 1965-1966.
1 15 Operating budget request. 1966-1967.
1 16 Operating budget request documentation. 1966-1967.
1 17 Operating budget request. 1967-1968.
1 18 Operating budget request documentation. 1967-1968.
1 19 Operating budget request. 1968-1969.
1 20 Operating budget request documentation. 1968-1969.
1 21 Operating budget request. 1969-1970.
1 22 Operating budget request documentation. 1969-1970.
1 23 Operating budget request. 1970-1971.
1 24 Operating budget request documentation. 1970-1971.
1 25 Operating budget request. 1971-1972.
1 26 Operating budget request documentation. 1971-1972.
Box Folder Contents
2 1 Operating budget request. 1973-1974.
2 2 Operating budget request. 1975-1976.
2 3 Operating budget request. 1976-1977.
2 4 Operating budget request. 1977-1978.
2 5 Operating budget request. [Incomplete] 1978-1979.
2 6 Operating budget request. 1984-1985.
2 7 Operating budget request. 1985-1986.
2 8 Operating budget request. 1986-1987.
2 9 Operating budget request. 1987-1988.
2 10 Operating budget request. 1988-1989.
2 11 Operating budget request. 1989-1990.
2 12 Operating budget request. 1991-1992; State reporting 1989-1990 and 1990-1991.
2 13 Operating budget request. 1992-1993; State reporting 1990-1991 and 1991-1992.
2 14 Operating budget request. 1993-1994.
2 15 Operating budget request. 1994-1995; State reporting 1992-1993 and 1993-1994.
2 16 Operating budget request. 1995-1996; State reporting 1993-1994 and 1994-1995.
2 17 Operating budget request. 1996-1997 and 1997-1998; State reporting 1994-1995 and 1995-1996.
2 18 Operating budget request. 1997-1998 and 1998-1999; State reporting 1995-1996 and 1996-1997.
2 14 Operating budget request.

Series 2. Capital Outlay Budgets. 1958-1981.

This series consists of 0.4 cubic feet of capital outlay budget records. These records include the formal budget requests, and supporting documentation.

Records are arranged chronologically with requests followed by documentation.

Box Folder Contents
2 20 Capital outlay budget request. 1958-1959 to 1963-1964.
2 21 Capital outlay budget request. 1960-1961 to 1965-1966.
2 22 Capital outlay budget request. 1961-1962 to 1965-1966.
2 23 Capital outlay budget request. 1962-1963 to 1966-1967.
2 45 Capital outlay budget request documentation. 1962-1963.
2 24 Capital outlay budget request. 1963-1964 to 1967-1968.
2 25 Capital outlay budget request documentation. 1963-1964..
2 26 Capital outlay budget request. 1964-1965 to 1968-1969.
2 27 Capital outlay budget request documentation. 1964-1965 to 1968-1969..
2 28 Capital outlay budget request. 1965-1966 to 1969-1970.
2 29 Capital outlay budget request documentation. 1965-1966 to 1969-1970.
2 30 Capital outlay budget request. 1966-1967 to 1970-1971.
2 31 Capital outlay budget request. 1967-1968 to 1971-1972.
2 32 Capital outlay budget request. 1968-1969 to 1972-1973.
2 33 Capital outlay budget request. 1969-1970 to 1973-1974.
2 34 Capital outlay budget request. 1970-1971 to 1974-1975.
2 35 Capital outlay budget request. 1971-1972 to 1975-1976.
2 36 Capital outlay budget request. 1972-1973 to 1976-1977.
2 37 Capital outlay budget request. 1976-1977 to 1980-1981.

Series 3. Reallocation Budgets. 1963-1970

This series consists of 0.1 cubic feet of reallocation budget records. These records include adjustments to operating budget based on actually state appropriations.

They are arranged chronologically.

Box Folder Contents
2 39 Reallocation budget. 1963-1964.
2 40 Reallocation budget. 1964-1965.
2 41 Reallocation budget. 1965-1966.
2 42 Reallocation budget. 1966-1967.
2 43 Reallocation budget. 1968-1969.
2 43 Reallocation budget. 1969-1970.