Texas State University Student Service Fee Approved Funding

Fiscal Year 2015

Division of Student Affairs

Dean of Students Office Student Service Fee Approved Funding 2015

Table of Contents

I. Presidential Memorandum of Approval

II. Permanent Funding 2015

III. One–Time Funding 2015

IV. Student Service Fee Funding Guidelines

V. UPPS No. 03.02.02–Student Service Fee Advisory Committee

VI. Education Code–54.503

Permanent Funding 2015

In deliberations, completed on April 25, 2014, the Student Service Fee Advisory Committee (SSFAC) made recommendations for funding for all student service fee accounts for FY ‘15. The following funds were approved by President Denise Trauth and Dr. Joanne Smith, Associate Vice President for Student Affairs:

ALCOHOL AND DRUG COMPLIANCE SERVICES Cost Ctr. 1510150000 FY15 $134,321 ART & DESIGN Cost Ctr. 1323110000 FY15 $67,757 ATTORNEY FOR STUDENTS Cost Ctr. 1510100000 FY15 $201,659 BAND Cost Ctr. 1323120002 FY15 $92,005 BAND UNIFORM REPLACEMENT Cost Ctr. 1323120007 FY15 $4,400 BOBCAT BOBBIES Cost Ctr. 1512110004 FY15 $33,740 CAREER SERVICES Cost Ctr. 1513100000 FY15 $669,289 CHEERLEADERS Cost Ctr. 1720000000 FY15 $10,500 CHORUS Cost Ctr. 1323120003 FY15 $44,532 COMMON EXPERIENCE Cost Ctr. 1317140001 FY15 $5,000 COUNSELING CENTER Cost Ctr. 1513000000 FY14+54,000 $964,611 The committee recommends funding $54,000 for a full-time staff psychologist position. DANCE PERFORMANCE Cost Ctr. 1323140001 FY15 $10,000 DEBATE Cost Ctr. 1323131000 FY15 $44,590

1

DEBATE SCHOLARSHIPS Cost Ctr. 1323131001 FY15 $27,476 EDUCATION/ATHLETIC TRAINER SCHOLARSHIPS Cost Ctr. 1319000000 FY15 $37,653 GREEK AFFAIRS Cost Ctr. 1510000005

FY15 $225,030

HISTORY/J. TAYLOR LECTURE SERIES Cost Ctr. 1320130000 FY15 $14,700 HONORS COLLEGE Cost Ctr. 1330000000 FY15 $49,117 INTERNATIONAL OFFICE Cost Ctr. 1313130000 FY15 $8,868 JAZZ Cost Ctr. 1323120006 FY15 $28,097 KTSW RADIO Cost Ctr. 1323101300 FY15 $142,344 LEADERSHIP INSTITUTE Cost Ctr. 1510000003 FY15 $23,000 LOUD CROWD Cost Ctr. 1720000001 FY15 $5,320 MUSIC/MULTI-CULTURAL ENSEMBLES Cost Ctr. 1323120000 FY15 $25,060 MULTICULTURAL PROGRAMS COMMITTEE Cost Ctr. 1511120000 FY15 $23,800 MULTICULTURAL STUDENT ORGANIZATION Cost Ctr. 1511130000 FY15 $195,584 MUSIC THEATER/OPERA Cost Ctr. 1323120004 FY15 $19,740 ORCHESTRA Cost Ctr. 1323120005 FY15 $35,406 2

PALM PAWS PREVIEWS Cost Ctr. 1510140004 FY15 $39,774 PERSONA Cost Ctr. 1320110002 FY15 $5,620 RETENTION/MENTORING PROGRAM Cost Ctr. 1510110001 FY15 $197,837 SSF COMMITTEE OPERATIONS Cost Ctr. 1510000001 FY15 $1,612 SCHOLARSHIPS, MUSICAL PERFORMANCE Cost Ctr. 1323000000

FY15 $119,344 STUDENT AFFAIRS COMPUTER REFRESH CYCLE Cost Ctr. 1500000001 FY15 $11,150 STUDENT AFFAIRS PROGRAM TEAMS Cost Ctr. 1500000003 FY15 $15,840 STUDENT AFFAIRS-COMPUTER SERVICES Cost Ctr. 1512100000 FY15 $216,441 STUDENT EMERGENCY SERVICES Cost Ctr. 1510000008 FY14+24,000 $34,000 The committee recommends funding $24,000 for a half-time coordinator staff position. STUDENT FOUNDATION Cost Ctr. 1510110002 FY15 $15,325 STUDENT GOVERNMENT Cost Ctr. 1510000004 FY15 $45,887 STUDENT HEALTH CENTER Cost Ctr. 1513120000 FY15 $109,773 STUDENT INVOLVEMENT Cost Ctr. 1510140006 FY15 $134,246 STUDENT LIFE PROJECTS Cost Ctr. 1510000000 FY15 $135,643 STUDENT LEARNING ASSISTANCE CTR. Cost Ctr. 1302130000 FY15 $152,080

3

STUDENTS IN FREE ENTERPRISE (SIFE) Cost Ctr. 1322150002 FY15 $5,000 STUDENT TRAVEL – UNIVERSITY COLLEGE Cost Ctr. 1317000002 FY15 $3,775 STUDENT TRAVEL – GRADUATE OFFICE Cost Ctr. 1316000001 FY15 $21,000 STUDENT TRAVEL – APPLIED ARTS Cost Ctr. 1318000001 FY15 $5,000 STUDENT TRAVEL – BUSINESS Cost Ctr. 1322150003 FY15 $8,500 STUDENT TRAVEL – EDUCATION Cost Ctr. 1319000004 FY15 $8,000 STUDENT TRAVEL – FINE ARTS Cost Ctr. 1323000003 FY15 $14,000 STUDENT TRAVEL – HEALTH PROFESSIONS Cost Ctr. 1324000005

FY15 $6,000 STUDENT TRAVEL – LIBERAL ARTS Cost Ctr. 1320000003 FY15 $8,000 STUDENT TRAVEL – SCIENCE Cost Ctr. 1321000003 FY15 $7,500 THEATRE Cost Ctr. 1323140000

FY15 $85,861

UNIVERSITY ARTS Cost Ctr. 1323000001 FY15 $69,632 UNIVERSITY LECTURES Cost Ctr. 1311000001 FY15 $27,000

4

UNIVERSITY SCHOLARS Cost Ctr. 1032811006 FY15 $175,524 UNIVERSITY STAR Cost Ctr. 1323101000 FY14+2,000 $110,556 The committee recommends $2,000 for student wages. WRITING LAB Cost Ctr. 1320110003 FY15 $79,175

5

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Student Service Fee Committee

Funding Guidelines

Student Service Fee Funding Guidelines

The Student Service Fee Committee will accept applications for one-time and permanent funding for the 2014-2015 academic year. Applications must be submitted on-line by January 21, 2014. The Vice President will prioritize the requests and return to the Student Service Fee Committee Chair by February 3, 2014. The Vice President for Student Affairs will inform the chair of the Student Service Fee Committee of the amount assigned for distribution of one-time and permanent funding for the following fiscal year.

One-Time Funding (money is approved for the following fiscal year) The committee will meet during the spring semester. Meeting dates will be placed on the Dean of Students Office website as well as any other pertinent information. The following are important factors that will be considered when making decisions for allocation of funds: 1. Requests that impact a large number of the student body; 2. Representing the university at a national or international level; 3. Preference will be given to those requests that demonstrate a financial commitment of

additional sources of funding. In rare circumstances, submissions after the deadline may be considered an exception only if they meet the following criteria:

1. The late request must be reviewed and approved by the respective Vice President as

an exception for consideration of one-time funding.

2. Representing the university at a national or international level. 3. In order to be considered for an exception, two-thirds of the Committee members’

approval is needed. 4. All exception requests should include presentations. Permanent Funding (money is approved for the following fiscal year) Spring Semester: Applications must be submitted on-line by January 24, 2014.

The following are important factors that will be considered when making decisions for allocation of funds:

1. Requests that impact a large number of the student body.

2. Representing the university at a national or international level.

3. Preference will be given to those requests that demonstrate a financial commitment of additional sources of funding.

4. Requests should include presentations. 12

Student Service Fee Committee

UPPS 03.02.03

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;

13

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). 14

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.

15

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 16

Student Service Fee Committee

Education Code – 54.503

Sec. 54.5031. STUDENT FEE ADVISORY COMMITTEE.

(a) A student fee advisory committee is established

at each institution of higher education except The

University of Texas at Austin and the institutions of The

Texas A&M University System to advise the governing board

and administration of the institution on the type, amount,

and expenditure of compulsory fees for student services

under Section 54.503 of this code.

(b) Each committee is composed of the following nine

members:

(1) five student members who are enrolled for

not less than six semester credit hours at the institution

and who are representative of all students enrolled at the

institution, selected under Subsection (c) of this section;

and

(2) four members who are representative of the

entire institution, appointed by the president of the

institution.

(c) If the institution has a student government, the

student government shall appoint three students to serve

two-year terms on the committee and two students to serve

one-year terms on the committee. If the institution does

not have a student government, the students enrolled at the

institution shall elect three students to serve two-year

terms on the committee and two students to serve one-year

terms on the committee. A candidate for a position on the

committee must designate whether the position is for a one-

year or two-year term.

(d) A student member of the committee who withdraws

from the institution must resign from the committee.

(e) A vacancy in an appointive position on the

committee shall be filled for the unexpired portion of the

term in the same manner as the original appointment. A

vacancy in an elective position on the committee shall be

filled for the unexpired portion of the term by appointment

by the president of the institution.

(f) The committee shall:

(1) study the type, amount, and expenditure of a

compulsory fee under Section 54.503 of this code; and

17

(2) meet with appropriate administrators of the

institution, submit a written report on the study under

Subdivision (1) of this subsection, and recommend the type,

amount, and expenditure of a compulsory fee to be charged

for the next academic year.

(g) Before recommending the student fee budget to the

governing board of the institution, the president of the

institution shall consider the report and recommendations

of the committee. If the president's recommendations to the

governing board are substantially different from the

committee's recommendations to the president, the

administration of the institution shall notify the

committee not later than the last date on which the

committee may request an appearance at the board meeting.

On request of a member of the committee, the administration

of the institution shall provide the member with a written

report of the president's recommendations to the board. Sec. 54.511. STUDENT FEES FOR BUS SERVICE; TEXAS STATE

UNIVERSITY SYSTEM.

(a) The board of regents of the Texas State

University System may charge each student enrolled at Texas

State University--San Marcos a fee initially set at $10 per

semester or $5 per six-week summer term to be used to

finance bus service for students attending the institution.

(b) Not more than once in an academic year, the board

may increase the fee authorized in Subsection (a) of this

section for the purpose of covering increased operating

costs of the bus service. Any increase in the fee must be

approved by a majority vote of those students participating

in a general election called for that purpose. However, the

total fee may not exceed $100 per semester or $50 per

summer term of six weeks or less.

(c) The fee for student bus service shall not be

counted in determining the maximum student service fees

which may be charged pursuant to the provisions of Section

54.503 of this code.

(d) The university shall hold in reserve any fee

revenue that exceeds the amount necessary to meet the

operating expenses of the bus service and shall apply that 18

revenue only to future operating expenses of the bus

service.

Added by Acts 1975, 64th Leg., p. 1233, ch. 458, Sec. 1,

eff. Sept. 1, 1975. Amended by Acts 1981, 67th Leg., p. 82,

ch. 43, Sec. 1. Renumbered from Education Code Sec. 96.42

and amended by Acts 1987, 70th Leg., ch. 901, Sec. 13, eff.

Aug. 31, 1987. Amended by Acts 1991, 72nd Leg., ch. 289,

Sec. 1, eff. Aug. 26, 1991; Acts 1999, 76th Leg., ch. 625,

Sec. 1, eff. June 18, 1999; Acts 2003, 78th Leg., ch. 386,

Sec. 3, 4, eff. Sept. 1, 2003; Acts 2003, 78th Leg., ch.

598, Sec. 2, 3, eff. June 20, 2003.

Sec. 54.5111. ENVIRONMENTAL SERVICE FEE; SOUTHWEST TEXAS

STATE UNIVERSITY.

(a) The board of regents of the Texas State

University System may charge each student enrolled at

Southwest Texas State University an environmental service

fee in an initial amount not to exceed $1 per semester of

the regular term or term of the summer session. The fee may

not be imposed unless approved by a majority vote of the

students at the university voting in an election held for

that purpose at the same time and using the same ballot as

a student government election.

(b) Not more than once in an academic year, the board

of regents may increase the amount of the fee authorized by

this section to cover increased operating costs of

environmental services funded from revenue from the fee.

The board may not increase the amount of the fee unless the

increase is approved by a majority vote of the students at

the university voting in an election held for that purpose

in which at least 1,000 students at the university cast

ballots and that is held at the same time and using the

same ballot as a student government election. The total

amount of the increased fee may not exceed:

(1) $6 per student for each regular semester or

for each term of the summer session not covered by

Subdivision (2); or

(2) $3 per student for each six-week or shorter

term of the summer session. 19

(c) A fee imposed under this section may be used only

to provide environmental improvements at the university

through services such as recycling, transportation,

employment, product purchasing, matching funds for grants,

planning and maintenance, and irrigation.

(d) The university may not use revenue from the fee

imposed under this section to reduce or replace other money

allocated by the university for environmental projects.

(e) The university shall retain any fee revenue that

exceeds the amount necessary to cover current operating

expenses for environmental services and any interest

generated from that revenue. The university may use the

excess revenue and interest generated from that revenue

only for the purposes provided by Subsection (c).

Added by Acts 2003, 78th Leg., ch. 1305, Sec. 1, eff. June

21, 2003.

20