Student Service Fee Committee and UPPS No. 03.02.03

Other Compulsory Student Fee Committees Issue No. 7

Effective Date: 11/18/2010

Review: January 1 E4Y

01. POLICY STATEMENTS

01.01 The specific purposes of this UPPS are:

a. to establish policies and procedures to ensure 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 ensure representative student participation in the process of recommending allocations from student service fees, medical service 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 by other compulsory student fee committees, the vice presidents and the President's Cabinet.

02. PROCEDURES FOR ESTABLISHING STUDENT SERVICE FEE COMMITTEE

02.01 Membership on the committee:

a. By September 1 of each year, the president of the university will appoint four faculty or staff members to the Texas State Student Fee Committee (SSFC) for the upcoming academic year. The associate vice president for Student Affairs and dean of Students will chair the committee. The remaining members, as listed below, will receive appointments on a rotating basis, allowing one member to rotate off the committee each year. They will be:

1) Associate vice president of Student Affairs and dean of Students, chair;

2) Provost or the provost’s designee;

3) Vice president for Student Affairs’ 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 five student members and one alternate student member, all enrolled for no less than six semester credit hours. In even-numbered years, the ASG president will name two 2-year appointments, two 1-year appointments, and one 1-year alternate, with two 2-year appointees of the former ASG president finishing their second year. In odd-numbered years, the ASG president will name one 2-year appointment, two 1-year appointments and one 1-year alternate, with two 2-year appointees of the former ASG president finishing their second year. The alternate student member will serve a 1-year term and have all rights and privileges of a regular committee member, except the right to vote. If a regular committee member cannot attend a committee meeting, the alternate shall assume the voting position. A student member who withdraws from the university will forfeit the committee position. The student members will elect one student member as the committee co-chair each year.

02.02 An individual appointed to a vacancy in an appointed position will serve the term’s unexpired portion in the same manner as the original appointee.

03. GUIDELINES FOR STUDENT SERVICE FEE COMMITTEE

03.01 The Texas State SSFC will make recommendations to the President's Cabinet via the vice president for Student Affairs for the allocation of student service fees only. It may consider income-generated funds but may not make recommendations.

03.02 As a general rule, the SSFC 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 SSFC will meet on a monthly basis, if needed, throughout the academic year to review allocation requests from student service fee reserves. During the annual budgetary process, the SSFC chair, in conformance with the university budget calendar, may establish procedures and timetables.

03.04 The committee will allocate funds for programs that provide direct services for students and that are separate and apart from the regularly scheduled academic functions of the institution (Texas Education Code Sec. 54.503).

03.05 Programmatic Activities

a. The SSFC will not base allocations from compulsory student fees to registered, competing campus organizations and related programmatic activities based on content or viewpoints.

b. When supporting a registered campus organization and its programmatic activities, appropriate considerations might include a particular organizational need based on membership size; office or other equipment requirements; the financial support the organization receives from other sources; or the production costs associated with an event 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. PLANNING, REPORTING, AND ACCOUNTABILITY

04.01 At the request of the chair of the SSFC and the vice president for Student Affairs, the director of Institutional Research will conduct a comparative study of funding for all student service fee areas at comparable Texas universities. This study will be used to assist the SSFC in determining the broad areas of interest that merit funding emphasis.

04.02 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 SSFC.

04.03 The vice president for Student Affairs will provide the SSFC with quarterly statements indicating balances for student service fee reserve funds.

04.04 On or before March 1, the director of Budgeting will supply the SSFC with an estimate of utility expenses. The SSFC may ask the director to explain major variances from year to year.

04.05 The university will hold account managers responsible for budget overruns. Account managers will receive a copy of the August 31 account balance each year. They will have ten workdays to zero out the balance through appropriate fund transfers. If a deficit exists at the time of the August 31 budget run, the following year's allocation will decrease by the deficit amount.

05. PROCEDURE FOR ESTABLISHMENT OF OTHER COMPULSORY STUDENT SERVICE FEE ADVISORY COMMITTEES AND COMMITTEE GUIDELINES

05.01 The director of the Student Health Center, the director of the LBJ Student Center and the director of Campus Recreation will appoint separate advisory committees each year to review and make budget recommendations. Students will make up the majority of the membership of each of these advisory committees.

a. By September 1 of each year, the ASG president will appoint two students to serve on each of the advisory committees

b. The advisory committees of Campus Recreation, the LBJ Student Center and the Student Health Center will review budgets for each of their individual areas and forward their recommendations to the vice president for Student Affairs via the associate vice president for Student Affairs and dean of Students.

c. The budgets developed must take into account the direct services for students and the need for maintenance and repair to facilities associated with these operations.

06. REVIEWERS OF THIS UPPS

06.01 Reviewers of this UPPS include the following:

Position Date

Associate Vice President for January 1 E4Y

Student Affairs and Dean of Students

Vice President for Finance and January 1 E4Y

Support Services

President, Associated Student January 1 E4Y

Government

07. CERTIFICATION STATEMENT

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

Associate Vice President for Student Affairs and Dean of Students; senior reviewer of this UPPS

Vice President for Student Affairs

President