Student
Fee Advisory Committees and UPPS
No. 03.02.03
Subcommittees:
Policies, Procedures, Issue
No. 6
Guidelines
and Planning Effective
Date: 12/1/2005
Review:
January 1 E4Y
01. POLICY
STATEMENTS
01.01 The specific
purposes of this UPPS are:
a. to establish
policies and procedures to insure full participation in the allocation of
student service fees; and
b. To ensure the appropriate allocation and use of student
service fee reserve funds.
01.02 Specific
objectives of this policy statement are:
a. To provide
a mechanism for recommending the annual allocation of student service fees;
b. To provide
a mechanism for review of requests for expenditures from the student service
fee reserves and presentation to the President for final approval or denial;
c. To define
the roles of the various participants in this process.
d. To insure
representative student participation in the process of recommending allocations
from student service fees, Student Health Center fees, Campus Recreation fees
and Student Center fees throughout the fiscal year; and
e. To provide
a means for the annual updating of reference material for use of the advisory
committees, the vice presidents and the President's Cabinet.
02. PROCEDURES
FOR ESTABLISHING STUDENT FEE ADVISORY COMMITTEE AND REPRESENTATIVE STUDENT
SERVICE FEE SUBCOMMITTEES
02.01 Membership
on the committee:
a. By
September 15 of each year, the President of the University will appoint four
faculty or staff members to the Texas State Student Fee Advisory Committee
(SFAC) for the upcoming academic year. The Dean of Students will chair the
committee. The remaining members will be appointed on a rotation schedule that
will allow for one member to rotate off of the committee each year. They will
be:
1) Dean of Students,
Chair;
2) Provost or
the Provost’s designee;
3) Student
Affairs or the vice president’s designee; and
4) A fourth
person who is representative of the institution, to be selected by the
President.
b. In
addition, the President of the Associated Student Government (ASG) will appoint
5 student members and 1 alternate student member, all of whom are enrolled for
not less than six semester credit hours, and who are representative of all
students enrolled at
02.02 A vacancy
in an appointed position on the committee shall be filled for the unexpired
portion of the term in the same manner as the original appointment.
02.03 Each year
the appropriate vice president (or in the case of Athletics, the President) will
appoint representative subcommittees for Academic Affairs, Student Affairs, and
Athletics according to the dates in the Annual Budget Guidelines (see Attachment
I).
Each
subcommittee will include:
a. Three staff
or faculty members,
b. Four
students appointed by the appropriate vice president and chosen from a slate of
three nominees each recommended by the chair of each subcommittee and ASG, and
c. One ad
hoc member. The chair of the Student Fee Advisory Committee (SFAC) will
appoint a member of the SFAC to serve as an ad hoc member of each
subcommittee and to monitor the proceedings for the SFAC.
d. The purpose
of the subcommittees is to conduct annual budget hearings with account managers
and to prioritize the funding requests which will be submitted to the full
SFAC.
e. The
Director of the Athletic Department will appear before the full SFAC rather
than using the subcommittee system.
02.04 Whenever
a vice president shares responsibility for a general student service fee area
with another vice president, the two vice presidents will jointly decide on the
best method for insuring representative student membership on the subcommittee.
03. GUIDELINES
FOR STUDENT FEE ADVISORY COMMITTEE AND RESPRESENTATIVE STUDENT SERVICE FEE
SUBCOMMITTEES
03.01 The
03.02 As a
general rule, the SFAC recommendations shall not normally exceed a 10%
allocation change from the current year to the forthcoming year for each
individual funding area. However, on those occasions when the full committee
feels strongly on a change of more than 10% (increase or decrease), the
committee shall forward this recommendation through the normal procedure.
03.03 The SFAC
will meet on a monthly basis, if needed, throughout the academic year to
facilitate allocation requests from student service fee reserves. During the
annual budgetary process, procedures and timetables will be established by the
Chair of the SFAC in conformance with the University budget calendar.
03.04 The
subcommittees will adhere to the annual budget cycle calendar in the
prioritizing and in the submitting of the budget packages to the SFAC. Each
subcommittee will:
a. Recommend
appropriate levels of funding for each account within the funding area;
b. Recommend
to the SFAC possible uses of any allocated funds;
c. Adhere to
the limits of the approved area funding percentage, if available, in
recommending the allocation of funds; and
d. Rank all
accounts and establish a priority order for funding by budget level upon
submission to the SFAC.
03.05 Programmatic
Activities
a. All
allocations from compulsory student fees to support registered campus
organizations and related programmatic activities must be content-neutral in
nature and made for reasons other than the viewpoints expressed.
Any differences in treatment provided to competing organizations and related
programmatic activities must be based upon considerations which do not include
approval or disapproval of content or viewpoint.
b. When
supporting a registered campus organization and its related programmatic
activities, appropriate considerations might include, but are not limited to,
particular organizational needs based on membership size; office or other
equipment requirements; the extent of financial support the organization
receives from other sources; or the production costs associated with a
particular event or series of events the organization typically sponsors.
c. Sponsored
events supported in whole or in part by compulsory student fees need not and
should not avoid controversial political, religious, or ideological content,
subject to the understanding that, under current policy the University has a
responsibility to assure an ongoing opportunity for the expression of a variety
of viewpoints.
04. PROCEDURE
FOR ESTABLISHMENT OF STUDENT FEE ADVISORY COMMITTEES AND COMMITTEE GUIDELINES
04.01 The
Director of the
a. By October
15 of each year, the ASG President will nominate three students to serve on
each of the advisory committees and each director will recommend three students
to serve on his or her advisory committee. The Directors will select a
minimum of four students from those recommended by the ASG President and the
Directors to serve on each advisory committee.
b. The
Advisory Committees for the
c. The budgets
developed in b. (above) must take into account the need for maintenance and
repair to facilities associated with these operations. Budgets should reflect
any funds designated for such facilities repair or upgrade.
05. PLANNING,
REPORTING, AND ACCOUNTABILITY
05.01 On or
before March 1 of each year, the Director of Institutional Research, working
with the Chair of the SFAC and the Vice President for Student Affairs, will
conduct an annual comparative study of funding for all student service fee
areas at comparable
05.02 On or
before March 1 each year, the Director of Budgeting will prepare a detailed
statement of student service fee funds available for the forthcoming fiscal
year. He or she will submit this statement to the Vice President for Student
Affairs, the Vice President for Finance and Support Services, and the Chair of
the SFAC.
05.03 The Vice
President for Student Affairs
will provide the SFAC with quarterly statements indicating balances for
student service fee reserve funds.
05.04 On or
before March 1, the Director of Budgeting will supply the SFAC with an estimate
of utility expenses. SFAC may ask the Director to explain major variances from
year to year.
05.05 Account
managers will be held accountable for budget overruns. Account managers will
receive a copy of the August 31 account balance each year. They will have 10
work days to zero out the balance through appropriate fund transfers. If a
deficit continues to exist at the time of the August 32 budget run, the
following year's allocation will be reduced by the amount of the deficit.
06. REVIEWERS
OF THIS UPPS
06.01 Reviewers of this UPPS include the following:
Position Date
Dean of Students January
1 E4Y
Vice President for Finance and January 1 E4Y
Support Services
President, ASG January
1 E4Y
07.
CERTIFICATION
STATEMENT
This
UPPS has been approved by the following individuals in their official
capacities and represents