UMD: Student Services Fee Committee
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Student Services Fee Committee Operational Guidelines

Guidelines

The Student Services Fee Committee (SSFC) is a special committee of the Chancellor charged with making funding recommendations for the UMD Student Services Fees and overseeing the allocation of funds to registered student organizations and university departments for student activities, programs, and services. The Office of the Vice Chancellor for Student Life (VCSL) provides logistics and support for Committee functions.
The student services fees under the auspices of SSFC include:

  • Intercollegiate Athletics Fee
  • Health Services Operations & Capital Improvement Fee
  • Recreation Sports Outdoor Programs Operations & Capital Improvement Fee
  • Kirby Student Center Operations & Capital Improvement Fee
  • Student Activity Fee — funds various registered student organizations and university departments that provide campus programs and activities.

All activity of the Student Services Fee Committee will be documented for public information on a web site, the invitation to apply for Committee membership, funding proposals from departments and organizations, and committee meeting minutes.

Membership

  1. Voting members shall consist of four faculty/staff, a minimum of five undergraduate students, and two graduate students. Faculty/staff members cannot be staff from the single-unit fee operations.
  2. New members are recruited each fall semester through various means including, but not limited to, Student Association, student organization President's Council, VCSL, and academic advisors.
  3. Applicants for membership will be required to disclose any memberships that might be considered a conflict of interest in allocation deliberations. 
  4. Members shall serve staggered two-year terms with two faculty/staff, 2-3 undergraduate students, and one graduate student selected each year. Additional terms require a reappointment. Unfilled second-year seats shall be selected by appointment for the remainder of the term.
  5. Membership should reflect a broad array of interest, participation, and knowledge. Qualities include open-mindedness, a broad understanding and knowledge of UMD and student needs, and objectivity.
  6. Applications for membership will be reviewed by VCSL and Student Association leadership and recommendations for membership presented to the Chancellor for approval by 2nd week of November each year.
  7. VCSL or designee will serve as a non-voting convener and facilitator.
  8. The accountant from VCSL will serve as a non-voting member and will provide financial analysis and budget support for SSFC.

Training

  1. SSFC member training will be conducted at the first meeting each year. Topics will include introduction to the process, rationale for the process, viewpoint neutrality, member expectations, timeline, criteria, and review of budget forms.
  2. One or more general informational sessions for fee-requestors will be offered each fall semester. Topics will include introduction to the process, rationale for the process, application, timeline, requesting unit expectations, criteria, and an introduction to budget preparation.

Eligibility

  1. Only registered student organizations in good standing for a minimum of two consecutive years, or recognized University departments are eligible.
  2. Partisan political organizations, those affiliated with a registered political party or which are formed for the purpose of supporting a political party, are not eligible for the student service fee.
  3. The organization or department must accurately complete the application by the posted deadline and fully participate in the identified fees process.
  4. The organization or department must use the University's EFS system to manage and dispense funds and must comply with all University policies and procedures.
  5. The organization or department must demonstrate expenditures in general compliance with submitted budgets.
  6. All budgets and financial records must be available for student inspection.
  7. The organization or department may not receive funds from both SSFC and Student Association Fund Allocation Committee
  8. The Student Service Fees shall not be used to fund courses or activities for which academic credit is offered within a department, where credit is the primary focus of the course.

Review and Hearing

  1. All meetings are open to the campus community to observe. Those in attendance may be asked to answer questions as needed.
  2. Departments and organizations must make annual budget proposals to SSFC, and will receive annual allocations.
  3. After annual allocations have been approved by committee, any deficit from income as a result of less than anticipated enrollment will be covered by reserves. Any excess income as a result of greater than anticipated enrollment will go to the reserves.
  4. Budget proposals for the four single-unit fees must be reviewed with the Vice Chancellor with oversight of the unit before presentation to SSFC. Budget proposals for the four single-unit fees will be reviewed by SSFC prior to the end of fall semester.
  5. Organizations/units will be notified at least one week before the scheduled presentation.
  6. Presentations will include an overview of the organization, proposed budget, and how funding criteria are met. SSFC will have the opportunity to ask questions.
  7. SSFC may request additional information. This request should come within two weeks of the initial presentation with a response expected within one week.
  8. Final deliberations will be conducted no later than March with recommendations to the Chancellor by mid-March.
  9. All decisions will be made from a viewpoint neutral position.
  10. Decisions will be by paper ballot at meetings where a quorum is present, and of those present, more than 50% are students.
  11. All organizations/units will be notified at the same time and be given a minimum of one week to appeal the decision in writing.

Funding Criteria
The organization or department:

  1. Must provide specific, identifiable developmental benefits and services to students.
  2. Must provide achievable, measurable and affordable objectives, and a need for SSF funding to achieve objectives.
  3. Must follow written governing guidelines.
  4. Accessibility to students. Fee-supported services must be available to all students. SSFC will consider whether the services target to a large number of students, or if the services are very specific. SSFC will also consider:
    1. Organization officer/board participation
    2. Does the organization hold regular meetings?
    3. Do students have significant input into the budget process?
    4. Did the organization as a whole approve the budget and SSF proposal?
  5. Fiscal responsibility. All units and organizations must submit budgets using templates designed by SSFC, and provide any background information that would provide details about summary items used in the budget proposal. In review of proposals, SSFC will ask questions such as:
    1. Does the organization's proposal show a balanced budget?
    2. If applicable, does the organization have a plan for debt reduction/expenditures?
    3. Does the proposal have credibility?
    4. Are prior years' expenses in line with their budget?
    5. Is the budget presentation clear?
    6. What are other sources of revenue? Ex: user/member fees, in-kind, facility charges
  6. Contribution to cultural diversity.
    1. Does the organization make attempts to reach a broad audience?
    2. What specific programs/events/services are marketed to a diverse population?
  7. Value to student body.
    1. Does the organization contribute to the total campus life environment?
    2. What personal benefits do students derive from the use of their fees?
  8. Quality of services.
    1. What does the organization do to assess and improve the quality of service to students?
    2. Uniqueness of opportunities/services.

Appeals Process

  1. After allocations have been made and posted, there will be a final meeting of the SSF to hear appeals from any organization prior to recommendations being forwarded to the Vice Chancellor for Student Life.
  2. Organizations may appeal SSF recommendations on grounds that these guidelines were not followed by the Committee in making recommendations.  Appeals are to be submitted in writing to the Vice Chancellor for Student Life.  The Vice Chancellor’s decisions on appeals are considered final. 
  3. Following resolution of appeals, the recommendations are forwarded to the Chancellor for final approval and for submission to the Board of Regents.

Process Review

The SSFC, fee-receiving units and fee-paying students will have the opportunity to provide feedback annually at the end of the fee-allocation process.
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Last modified on 10/17/13 11:25 AM
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