Administrative Policies

Geographic Footprint Evaluation Policy

I. Purpose

This policy establishes a standardized, data-informed framework—the Geographic Footprint Evaluation—to assess and guide the KCTCS geographic presence throughout the Commonwealth of Kentucky. It ensures the physical footprint of KCTCS remains aligned with community needs, institutional mission, financial viability, and strategic goals, while providing a process for reviewing and, when necessary, restructuring college campuses and/or facilities.

II. Reason for Policy

This policy is driven by the need to ensure effective stewardship of resources, compliance with accreditor expectations, and alignment with the Kentucky General Assembly’s goals for postsecondary education access and workforce development. It provides formal authorization for the use of the Geographic Footprint Matrix as a tool for ongoing evaluation and strategic planning within KCTCS.

III. Entities Affected

• KCTCS President
• College Presidents
• College Leadership Teams
• KCTCS Administrative Services
• KCTCS Office of Research and Policy Analysis
• Students, Faculty, and Staff
• KCTCS Board of Regents

IV. Definitions

Geographic Footprint Matrix - A data-based tool for evaluating the presence, performance, and viability of physical sites and campuses across KCTCS.

Prompt - A data-driven trigger that initiates a review of a campus, site, or college.

Improvement Plan - A corrective strategy developed in response to a review finding, aimed at improving site viability or performance.

V. Policy Statement

KCTCS shall maintain a Geographic Footprint Matrix to systematically evaluate each college's physical footprint on a routine basis. The matrix (Appendix A) shall consider financial indicators, enrollment trends, operational efficiency, and alignment with community and workforce needs.

Any site or college identified through the matrix as requiring attention shall undergo a structured review and planning process as decided in consultation between the KCTCS President and College President. Possible outcomes include continued operation, improvement planning, or recommendations for repurposing, merger, consolidation, or closure.

VI. Roles and Responsibilities

The KCTCS President oversees the policy implementation, coordinates with College Presidents, and serves as the final decision-maker on college improvement plans. The College Presidents initiate and lead the campus/site reviews when prompted, collaborate on college improvement plans with the KCTCS President and manage the execution of the college improvement plans. KCTCS Administrative Services will provide financial data, monitor budgetary impacts, and support planning efforts. The KCTCS Office of Research and Policy Analysis will maintain and analyze enrollment and performance data. The KCTCS President will provide an annual update at June Board of Regents to keep the Board of Regents informed of outcomes for oversight and strategic planning purposes

VII. Compliance and Training Requirements

• Training Frequency: Training on this policy and matrix use will be provided at implementation, during leadership onboarding, and every three years during the formal review cycle.
• Audience: College Presidents, Vice Presidents, College and System Office Institutional Effectiveness Personnel, and Chief Financial Officers.
• Monitoring: Compliance will be measured through annual Geographic Footprint Status Reports and triennial policy effectiveness reviews.

VIII. Exceptions

Exceptions to this policy must be approved by the KCTCS President. Requests should include detailed justification and supporting data and must be submitted in writing.

IX. Approvals

Approved by KCTCS President, Dr. Ryan Quarles on June 26th, 2025.

X. Related Documents

• KCTCS Strategic Plan
• KCTCS Facility Utilization Guidelines
• KCTCS Accreditation Compliance Procedures
• Geographic Footprint Matrix

XI. Review and Revision History

Initial Approval of the Policy: June 26th, 2025

Next Scheduled Review, on or before June 26th, 2028.