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Services and Activities

Committee Guidelines & Procedures

General Guidelines and Procedures for Use of Service & Activities Fees

These guidelines will be in effect until Fall 2013.  At the start of the next school year, S&A will follow the new guidelines approved February 1, 2013, at the Board of Trustees meeting.  If you would like to review the new guidelines, please contact the Dean of Student Success office, 509-963-1515. 

Committee Structure | Committee Procedures | Procedure for Guideline Changes|
Budget Approval | Administration of Funds | Procedures for Resolution of Disputes |

Introduction

These general guidelines and procedures for use of services and activities (S&A) fees are provided to assist students and management in the process of implementing RCW 28B.15.041, RCW 28B.15.044, and RCW 28B.15.045 giving students a strong voice in the funding of activities to improve the quality of life.

  1. Committee Structure
    1. Committee composition is two ex-officio members (nonvoting) and eleven appointed members--seven students (voting), three faculty (nonvoting) and one University administrator (nonvoting).
      1. The Assistant to the Vice President for Student Affairs and Enrollment Management and the Student Funds Financial Manager shall sit on the Services and Activities Fees Committee as ex-officio members.
      2. The ASCWU-BOD shall appoint six student members who shall reflect the diversity of the student body and its varied interests. The ASCWU-BOD is encouraged to recruit and appoint students from diverse backgrounds including, but not limited to, race, origin, gender, sexual orientation, gender identity and expression, religion, age, disability, veteran status, campus involvement, university knowledge, campus location, academic college, undergraduate and graduate program, career, and other life experiences. The student members shall serve a one-year term and may be reappointed.
      3. The Executive Vice President of the ASCWU-BOD shall sit on the Services and Activities Fees Committee as a voting member.
      4. The Provost and Senior Vice President for Academic Affairs shall appoint three faculty members from among those recommended by the Faculty Senate. Faculty appointments shall consider the same diversity criteria used to appoint student members. The faculty members shall serve staggered four-year terms and may be reappointed.
      5. The University President shall appoint a University administrator to sit on the Services and Activities Fees Committee as a nonvoting member. The University administrative member shall serve a four-year term and may be reappointed.
      6. The Services and Activities Fee Committee will report to the Vice President for Student Affairs and Enrollment Management.
      7. The Assistant to the Vice President for Student Affairs and Enrollment Management will serve as advisor to the Committee.
    2. A student member of the Services and Activities Fees Committee will be elected by committee members to chair the Services and Activities Fees Committee. The chair will serve a one-year term and may be reelected. A student member will be elected to be the vice chair. The vice chair will assume the duties of chair when the chair is unable to serve. The vice chair will serve a one-year term and may be reelected.
    3. Prospective Services and Activities Fees Committee student members should be interviewed by the Executive VP of the ASCWU-BOD and nominated/recommended by the ASCWU-BOD by June 1 of each year. The incoming ASCWU-BOD shall appoint students to the S&A Committee no later than the 3rd week of classes of Fall Quarter.
    4. All committee members are required to disclose their relationships with areas that receive or request S&A funding.
    5. With the exception of the ASCWU-BOD Executive Vice President, committee members who work for or have authority over an area that receives or requests S&A Fee funding shall:
      1. Abstain from voting in all matters related to that area.
      2. Participate in discussions concerning the area in the same capacity as a member of the “general public.”

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  1. Committee Procedures
    1. Guidelines and procedures for reviewing funded budgets, budget requests, supplemental budget requests, allocating available funds, and conducting budget hearings shall be established by the Services and Activities Fees Committee.
    2. Procedures to be followed for funding requests shall be widely published in a timely manner to the campus community.
    3. Meetings.
      1. The Services and Activities Fees Committee shall provide an opportunity for all viewpoints to be heard at public meetings.
      2. Members must be present to vote. Proxy voting will not be allowed.
      3. Training Meetings
        1. The first two meetings of the S&A Committee are reserved exclusively for training purposes. Members of the ASCWU-BOD are encouraged to attend these meetings.
      4. Regular meetings
        1. The Services and Activities Fees Committee shall follow the guidelines for open meeting policy as stated in RCW 42.30 and shall include on meeting agendas the title of each group requesting funding and a description of each request.
        2. The ASCWU-BOD has the right to address the S&A Committee regarding any issue through the public comment section of the open meeting policy or by requesting to be included on the agenda.
        3. The established time for Services and Activities Fees Committee meetings will be Wednesday evenings at a time to be established by the S&A Committee at its first meeting.
        4. The time for additional Services and Activities Fees Committee meetings will be determined by the Chair of the Services and Activities Fees Committee. The Chair/Advisor will notify members of the time and place of the meeting at least five business days in advance except in emergency situations.
        5. Attendance at all Services and Activities Fees Committee meetings and appropriate Executive Session meetings is expected with prior notification of absence required. Members shall be informed in case of cancellation of meetings.
          1. Committee members are allowed three excused absences from scheduled meetings during any academic year. An excused absence requires notification to Committee Chair prior to meeting. Additional excused absences require prior notification and a vote by the committee.
          2. Student committee members who have more than two unexcused absences from scheduled committee meetings will have their name submitted to the ASCWU-BOD for removal from the Services and Activities Fees Committee. This process requires a vote by the committee on the question of removal from the Services and Activities Fees Committee. The committee will provide the member in question with one-week notice of such vote.
          3. Faculty committee members who have more than two unexcused absences from scheduled committee meetings will have their name submitted to the Faculty Senate for removal from the Services and Activities Fees Committee. This process requires a vote by the committee on the question of removal from the Services and Activities Fees Committee. The committee will provide the member in question with one-week notice of such vote.
          4. Executive Session Meetings
            1. Members of the S & A Committee should read and be familiar with the Open Public Meetings Act (RCW 42.30). Any member of the Services and Activities Fees Committee may call for an Executive Session meeting to discuss personnel issues. Only upon approval of a majority of the members present for the meeting can there be an Executive Session meeting. These meetings will be attended by the Services and Activities Fees Committee voting members and invited guests in accordance with Washington State open meeting resolutions.
            2. The members, according to their schedules, will determine the time for the Executive Session meetings.
          5. Information on debt service and services and activities fees anticipated from predicted enrollment shall be provided to members of the Services and Activities Fees Committee by the Student Funds Financial Manager.
          6. The Services and Activities Fees Committee must give priority to preexisting contractual obligations, debts already incurred, legal obligations, contracted agreements recognized and approved by the Services and Activities Fees Committee, the Student Union and Recreation Center and supporting costs, and stability for programs affecting students.

            The committee will then accept budget proposals from previous user groups and new proposals for S & A funding. Each proposal, whether new or from previous user groups, will be evaluated in accordance with how these proposals will benefit Central Washington University students.
          7. Giving first priority to the obligations described in Section C.vi. above, the Services and Activities Fees Committee shall evaluate existing and proposed programs and prepare S&A fee allocation recommendations for the expenditure of services and activities fees, with supporting documents.
          8. The committee may allocate a portion of the available funds to the Student Union and Recreation Center Reserve account with the Union Board having a strong voice in the utilization of the account.
          9. The Committee may allocate a portion of the account available funds to the Services and Activities Fees Reserve which may be appropriated through a supplemental allocation procedure to services and activities fees users by action of the Services and Activities Fees Committee and with the approval of the Board of Trustees.
          10. The Services and Activities Fees Committee shall submit their proposed budget, with supporting documentation, to the Vice President for Student Affairs and Enrollment Management.
          11. Annual reports from Services and Activities Fees users will be sent to the Services and Activities Fees Committee and to the Vice President for Student Affairs and Enrollment Management no later than December 1 of each year. No additional funding requests will be considered until a report has been submitted. These reports should contain, but not be limited to, the following:
            1. Detailed explanation of how allocated funds were spent.
            2. Disclosure of non-S&A funding that supports S&A funded activities, programs, and services.
            3. Detailed explanation of student centered programming provided, i.e., type of program, location of program, number of students who directly and indirectly benefited from the program and how they benefited.
            4. Detailed explanation of any fund transfers from one services and activities fund budget to another.
          12. Responsibility for proposing program priorities and budget levels for that portion of program budgets derived from service and activities fees shall reside with the Services and Activities Fees Committee. The S&A Fee Committee reserves the right to review and recommend changes to any base S&A fee allocation at any time following a strong due diligence review process.

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  1. Procedure for Guideline Changes
    1. Changes to the General Guidelines and Procedures For Use Of Services & Activities Fees will be accomplished through a committee of the whole or a sub-committee with the following membership:
      1. Three student members of the Services and Activities Fees Committee.
      2. One faculty member of the Services and Activities Fees Committee.
      3. The Executive Vice President of the ASCWU-BOD.
      4. The Vice President for Student Affairs and Enrollment Management or his/her designee as an advisor.
      5. The University administrative member of the Services & Activities Committee or his/her designee as an advisor
    2. The procedure for proposed guideline changes is:
      1. The proposed guideline shall be submitted to the Services and Activities Fees Committee for approval.
      2. The Services and Activities Fees Committee shall submit the proposed guideline changes to the ASCWU-BOD for approval.
      3. The ASCWU-BOD shall submit the proposed guideline changes to the Vice President for Student Affairs and Enrollment Management for approval.
      4. The Vice President for Student Affairs and Enrollment Management shall submit the proposed guideline changes to the President's Cabinet for approval.
      5. The President shall submit the proposed guideline changes to the CWU Board of Trustees for final approval.

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  1. Services and Activities (S&A) Fee Allocation Approval
    1. General S&A Fee Allocation Approval
      1. The Services and Activities Fees Committee shall receive proposals.
      2. The Services and Activities Fees Committee shall review and evaluate existing and proposed programs and develop a proposed S&A fee allocation for the expenditure of services and activities fees. The Services and Activities Fees Committee shall provide an opportunity for all viewpoints to be heard at a public meeting during its consideration of the funding of student programs and activities.
      3. The Services and Activities Fees Committee shall review the proposed S&A fee allocation with the ASCWU-BOD for dialog and agreement. Disagreement between the Services and Activities Fees Committee and the ASCWU-BOD will be resolved pursuant to the Dispute Resolution Process described herein.
      4. The Vice President for Student Affairs and Enrollment Management shall review the Services and Activities Fees Committee allocation recommendations. If there is any potential difference, the Vice President for Student Affairs and Enrollment Management shall publish a written response to the Services and Activities Fees Committee outlining potential areas of difference. The dispute will be resolved pursuant to the Dispute Resolution Process described herein.
      5. The Vice President for Student Affairs and Enrollment Management shall submit the proposed Services and Activities Fee allocations and his/her response to the President. Any dispute will be resolved pursuant to the Dispute Resolution process described herein.
      6. The President shall submit the proposed S&A Fee Allocation, with the supporting documentation, to the Board of Trustees.
      7. Student representatives from the Services and Activities Fees Committee and representatives of the University administration shall have an opportunity to address the board before the board decision on the Services and Activities Fees allocation is made.
      8. The Board of Trustees, after due consideration, shall take action to adopt the S&A fee allocations.
    2. Services and Activities Fee Increases
      1. The fee for Services and Activities will increase at the same percent as the tuition increase that is approved by the Board of Trustees each year. The Services and Activities Fee Committee reserves the right to revisit fee increases in the future.
        1. In accordance with RCW 28B.15.069 (4), fees do not need to be raised to the full extent authorized by state law as reflected by legislated tuition increases.
        2. The Services and Activities Fees Committee shall review the recommended fee increase with the ASCWU-BOD for dialog and agreement.
        3. Disagreement between the Services and Activities Fees Committee and the ASCWU-BOD shall place those entities in the Dispute Resolution Process.
    3. Base S&A Fee Allocation Process
      1. Services and Activities Fees Committee Hearing Process
        1. No later than October 1st of the every fourth year (beginning 2008), the Services and Activities Fees Committee will publicize the timeline for proposals for funding of programs through the next funding cycle. A notice will be published in the first issue of the Observer for the academic year and recognized clubs and organizations at University Center Locations will be invited to submit proposals.
        2. Proposals for funding by the Services and Activities Fees Committee must be turned in to the Office of the Vice President for Student Affairs and Enrollment Management no later than December 1st of every fourth year (beginning 2008).
          1. The Student Funds Financial Manager will provide training and/or assistance to organizations requesting an S& A Fee allocation related to forecasting funding needs.
        3. The Services and Activities Fees Committee will begin hearing requests for funding starting no later than the third week of classes during Winter Quarter.
        4. Requests for funding shall be limited to 10 minutes for presentation, with 10 additional minutes allowed for questions, for a total of 20 minutes.
        5. The Services and Activities Fees Committee reserves the right to recall funding request presenters for further consideration.
      2. Services and Activities Fees Committee Recommendation Process
        1. The Services and Activities Fees Committee shall submit ASCWU-BOD approved S&A fee allocation recommendations for those Services and Activities Fees funding proposals, with supporting documentation, to the Vice President for Student Affairs and Enrollment Management no later than the last week of March.
        2. The Vice President for Student Affairs and Enrollment Management shall make recommendations to the Services and Activities Fees Committee no later than the end of the first week of Spring Quarter.
      3. Annual Adjustment to Base S&A Fee Allocations
        During each year of the four-year funding cycle, the S&A Fee Committee will evaluate economic inflation and its impact on base funding recipients. The S&A Fee Committee at its discretion may propose adjustments to base funding to address economic inflation. These proposed adjustments are subject to the requirements of Section IV, S&A fee allocation approval process.
    4. Supplemental S&A Fee Allocation Process
      1. Services and Activities Users are expected to operate within their allocation. Requests made outside of the base S&A fee allocation process will be considered supplemental.
        1. Supplemental requests will be considered by the Services and Activities Fees Committee as follows:
          1. 1st Priority: Pertains to conditions which could not reasonably have been anticipated by the S&A base funding recipient at the time of the base funding request (includes the addition of essential equipment due to loss, destruction, premature failure, etc.)
          2. 2nd Priority: Pertains to opportunities to add, expand, or enhance programs, activities, or services that DO NOT RESULT in the addition non-student payroll positions.
          3. 3rd Priority: Pertains to opportunities to add, expand, or enhance programs, activities, or services that RESULT in the addition non-student payroll positions.
        2. Requests for amounts already expended will not be approved unless they pertain to a condition which affects the life or safety of Central Washington University students or employees, or which affects in a significant way any building or equipment of Central Washington University or the Associated Students of Central Washington University.
        3. New programs and programs historically financially independent of the S & A funding process may be funded at the discretion of the Services and Activities Fees Committee.
        4. Requests to increase the base S&A fee allocations will be considered under the prioritized supplemental process described herein. Furthermore, all base increase requests are subject to review by the ASCWU-BOD before final approval by the S&A Committee for dialog and agreement. Disagreement between the Services and Activities Fees Committee and the ASCWU-BOD will be resolved pursuant to the Dispute Resolution Process described herein.
      2. The Services and Activities Fees Committee shall hold Supplemental S&A Fee Allocation Hearings on an as needed basis. Supplemental requests will not be funded if the Services and Activities Fees Reserve Account is less than $1,000,000.00, except for natural or unforeseen catastrophes that would affect the preexisting contractual obligations, bond covenant obligations, or the operations of the Student Union and Recreation Center.
      3. The time for the Services and Activities Fees Committee Supplemental S&A Fee Allocation Hearings will be determined by the chair of the Services and Activities Fees Committee.
      4. The process for submittal of a Supplemental S&A Fee Allocation Request is:
        1. The requestor of a Supplemental S&A Fee Allocation Request will notify the chair via the advisor of the Services and Activities Fees Committee of a request for additional funding in writing via e-mail or other digital media. A copy of this request will be sent to the Vice President for Student Affairs and Enrollment Management upon request.
        2. Upon receipt of the Supplemental S&A Fee Allocation Request, the chair or the advisor of the Services and Activities Fees Committee will notify the Committee, the requestor of the Supplemental S&A Fee Allocation Request, and the CWU community of the date and time of the Supplemental S&A Fee Allocation Request Hearing.
        3. The Vice President for Student Affairs and Enrollment Management shall review the Services and Activities Fees Committee Supplemental S&A Fee Allocation recommendations as needed. If there are areas of difference between the Committee recommendations and the administration’s funding recommendations, this shall be outlined in a written response to the Committee. The documentation shall be submitted to the Services and Activities Fees Committee in a timely manner to allow adequate consideration.
        4. The Services and Activities Fees Committee shall take into consideration this response to the Services and Activities Fees Committee recommendation for funding.
          1. The Services and Activities Fees Committee will submit those Services and Activities Fees Committee recommendations for funding, which are not in dispute, following the procedures described herein.
          2. For areas of dispute, the dispute resolution process described herein shall be followed.

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  1. Administration of Funds
    1. Services and Activities Fees and revenue generated by programs and activities funded by such fees shall be deposited and expended through the University’s financial system.
    2. Services and Activities Fees and revenue generated by programs and activities funded by such fees shall be subject to the applicable policies, regulations, and procedures of the University and the State Budgeting, Accounting and Reporting System Chapter 43.88 RCW.
    3. All information pertaining to the Services and Activities Fees Committee funding allocations shall be made available to interested parties through a public records request (forms available on the web at www.cwu.edu/contracts). For more information, contact the Office of the Vice President for Student Affairs and Enrollment Management. Information about the Services and Activities Fees Committee is also available online at http://www.cwu.edu/student-success.
    4. All user groups are expected to expend only the amount of S&A Fees that they have been allocated.
    5. Transfer of funds
      1. With the exception of any fund needed for bond covenant obligations, once the allocations for expending services and activities fees is approved by the Board of Trustees, funds shall not be shifted from the funds allocated for associated or departmentally related categories or the reserve fund until:
        1. An open meeting of the Services and Activities Fees Committee has taken place, and
        2. The administration provides written justification to the Services and Activities Fees Committee and the Board of Trustees, and
        3. The Board of Trustees and the Services and Activities Fees Committee give their express approval for the transfer to occur.
      2. In the event of a fund transfer dispute among the Services and Activities Fees Committee, the administration, or the Board of Trustees, said dispute shall be resolved pursuant to the dispute resolution process described here.
      3. Any services and activities fees collected which exceed initially allocated amounts are subject to all the rules and regulations of the RCW governing the services and activities fees process.
      4. If an account does not expend its allocation for the academic year and it is the first through third year of the funding cycle, unused allocations will carry forward. If an account does not expend its allocation for the academic year and it is the last year of the funding cycle, unused allocations will revert to the Services and Activities Fees Account. The only exceptions to this reversion is if funds are:
        1. encumbered at the end of the fourth year of the cycle, but the item(s) purchased have not been received.
        2. approved by the S&A Fee Committee by a request to carry funds forward.
        3. revenue generating funds.
      5. For accounts that have exceeded their allocation for the academic year, resulting in an account deficit, the deficit will carry forward to the subsequent year and reduce available funds. For accounts that have repeatedly exceeded their annual allocations those accounts will be placed on probation and may be subject to denial of further funding.
      6. Probation requirements will be established by the S&A Committee and shall include mandatory periodic budget reports to the S&A Committee and the Vice President for Student Affairs and Enrollment Management.

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  1. Procedures for Resolution of Disputes (subsections (6)(b), (7) and (8) of RCW 28B.15.045)
    1. In the event of a dispute or disputes involving the Services and Activities Fees Committee's recommendations for funding, representatives of the university administration shall meet with the Services and Activities Fees Committee in a good faith effort to resolve such dispute or disputes prior to submittal of final recommendations to the Board of Trustees.
    2. If said dispute is not resolved within fourteen days, the chair of the Services and Activities Fees Committee shall convene a Dispute Resolution Committee within fourteen days.
      1. The University administration shall appoint two non-voting advisory members; the Board of Trustees shall appoint three voting members; and the Services and Activities Fees Committee chair shall appointment three student members of the Services and Activities Fees Committee who will vote, and one student representing the Services and Activities Fees Committee who will chair the committee and be non-voting. The committee shall meet in good faith, and settle by vote any and all disputes. In the event of a tie vote, the chair of the Dispute Resolution Committee shall vote to settle the dispute.

        The Board of Trustees may take action on those portions of the services and activities fee allocations not in dispute in accordance with the customary allocations approval timeline established by the Board. The Board of Trustees shall consider the results, if any, of the Dispute Resolution Committee and shall take action on those portions of the allocations.

 

Approved by Board of Trustees June 10-11, 2010

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