February 12, 2014
Brief Overview of Campus Fee Program SSETF Last Year Process Funding Summary SSETF This Year Financial Projection Process and timeline UCCD Resolution
Follows CSU Executive Order No. 1054 CSU Student Fee Policy Effective January 14, 2011 This executive order brings together the California State University Board policies that comprise the CSU Fee Policy, defines the change in terminology to tuition fees for some Category I fees, and continues the delegated range for the establishment and adjustment of Category III miscellaneous course fees. Continues practice of seeking the advice of the Campus Fee Advisory Committee combined with student referenda and/or alternative consultation processes for mandatory student fees Continues reporting requirements for all student fees to Campus Fee Advisory Committee Defines five categories of Student Fees The Finance Service Group is responsible for managing the Campus Fee Program, reviewing proposals to make changes to or establish new campus mandatory fees, miscellaneous course and lab fees, and any other student fees other than tuition fees. The Campus Fee Program is twofold, consisting of Campus Fiscal Officer (CFO) review and the Campus Fee Advisory Committee (CFAC). Reference: Campus Fee Program
The role of the Campus Fee Advisory Committee is to advise the president on setting Category II & III fees Advisory vs Oversight Scope of committee limited to advisory role in establishment and/or determination of Category II & III fees. Advise on referendum or alternative consultation. Information vs Advisory Category IV and V fees may be established and/or adjusted by the President. An annual fee report is presented annually that identifies all student fees by Category.
The committee is comprised of 11 members who serve one fiscal year terms, with reappointments allowed. Membership is as follows: Associate Students President, or designee Five students selected by Associated Students in accordance with normally established procedures Academic Senate Chair, or designee One faculty member, appointed by the campus President after consultation with the Executive Committee of the Academic Senate One representative from the Academic Affairs Division, appointed by the campus President One representative from the Administration and Finance Division, appointed by the campus President Once representative from the Student Affairs Division, appointed by the campus President From these members, the campus President annually appoints one person to act as the chairperson of CFAC. The committee meets at least once a year, and as needed when fee proposals are brought forward for review.
Fee Type Authority Steps I Systemwide Mandatory Fees Board of Trustees II III IV V Campus Mandatory Fees Course Fees Fees Other than Category II/III Self Support Program Chancellor establishes fees. Campus Level: President has oversight and may adjust or eliminate fees. Steps: CFO Review Sponsor and President determine Alternative Consultation or Referendum *All AS fees must go through referendum Chancellor authorizes a dollar range for fees. $0 - $150 Course fees $0 - $3000 Field Trips Campus Level: Campus President approval of in range, Chancellor's Office for out of range. CFO review of fee proposal, with recommendation to campus President for approval. Notification follows to CFAC. CFO review of fee proposal, with recommendation to campus President for approval. Notification follows to CFAC. Alternative Consultation: 1. Sponsor to work with constituents 2. CFAC review and recommendation to President 3. President Approval Referendum: 1. CFAC coordinates referendum 2. Vote occurs 3. CFAC review and recommendation to President 4. President approval 1. CFO review 2. CFAC review 3. CFAC recommendation to President 4. President approval 1. CFO review 2. CFO recommendation to President 3. President approval 4. Notification/advisory only to CFAC 1. CFO review 2. CFO recommendation to President 3. President approval 4. Notification/advisory only to CFAC CFO Chief Financial Officer CFAC Campus Fee Advisory Committee
Category I: Systemwide mandatory fees. Fees that must be paid to apply to, enroll in, or attend the university or pay full cost of instruction. Undergraduate Tuition Fee (formerly State University Fee) Non-resident tuition Professional Program Fee Application Fee Category II: Campus mandatory fees. Fees that must be paid to enroll in or SJSU. Facility Fee Student Association Fee Student Success, Excellence, and Technology Fee (SSETF) Student Union Fee Student Health Fee Document Fee
Category III: Miscellaneous course fee. Fees associated with a state supported course for materials and services used in course instruction. Effective Fall 2012, SJSU only has Miscellaneous Course Fees for Field Trips. All other previous miscellaneous course fees have been subsumed into the SSETF Category II fee. Category IV: Fees other than Category II or III paid to receive materials, services, use of facilities, fees resulting from dishonored payments, late submissions, misuse of property, or security deposits. Late submission Orientation Off-campus Study Abroad programs Testing Category V: Fees paid to self-support programs such as Parking, Housing, and Continuing Ed Housing License Parking permits Continuing Ed courses
The following rules apply when determining if miscellaneous course fees can be charged for exceptional materials or services in the classroom: Miscellaneous course fees can only be charged for the actual cost of the material, service or use of facility being provided. A miscellaneous course fee cannot be charged for the basic complement of classroom supplies and materials required for instruction. These include but are not limited to: chalk, erasers, paper clips, pointers, classroom instructional equipment such as projectors (slide, overhead, computer, etc.) and associated supplies (bulbs, transparencies, software, etc.), or any other supplies deemed necessary to equip the instructional space for courses. A miscellaneous course fee cannot be charged for the basic complement of laboratory supplies and instructional equipment necessary for classroom lab requirements identified in the course description. These include but are not limited to equipment, test tubes, work stations, computers or any supplies necessary to equip laboratory space to complement classroom course instruction. Administrative charges and inflationary factors cannot be added to miscellaneous course fees. Only the actual cost of the material, service or use of a facility can be charged. A miscellaneous course fee cannot be charged to fund the basic cost of instruction. Instructional costs are funded through marginal cost dollars, tuition fee revenue, and permanent base budget allocations.
First Full Year of the fee First Year of the SSETF Advisory Committee Process Issues: Process for Presidential approval of requests was not clear to the campus community. Process including a secondary review of the SSETF Advisory Committee Recommendations by the President s Cabinet. This was not anticipated in the funding timeline. Decisions on proposal funding did not occur until August 22 nd.
Subsumed Misc. Course Fee Funding Great deal of discussion within Academic Affairs in preparation of the SSETF Funding proposal for this SSETF priority. Funding was requested for each College with each College developing and implementing a methodology for departmental allocations. Set funding was requested for the Colleges and not requested to be adjusted by headcount or Full Time Equivalent Student (FTES). Previous Misc. Courses were funded per enrolled headcount. Most fees had not been adjusted for many years due to the strict acceptable use based on Executive Order (E.O. 1047) now superseded by E.O. 1054) Requested: $2.8 million Committee Recommended: $2.8 million Awarded: $2.6 million Refer to AAD Allocations by Department, College and Program
Funding Summary (refer to 13-14 SSETF Funding Requests and Committee Recommendations and SSETF Allocations) Category Request Committee Recommended Academic Affairs Division Campus Programs and Instructional Classroom Support Academic Affairs Division Student Success Academic Affairs Division Miscellaneous Awarded $2.8 million $2.8 million $2.6 million $2 million $2 million $1.8 million $2.1 million $1.1 million $1 million Administration & Finance $1.15 million $1.15 million $1.15 million Student Affairs Division $141k $151k $151k Library $1.3 million $0.0 $0.0 Total $9.5 million $7.2 million $6.7 million
SSETF by Division (1) Intercollegiate Athletics $ 2013/14 7,465,090 41% $ 2012/13 6,819,813 53% VP Student Affairs $ 151,402 1% $ - 0% VP Admin & Finance Total $ 1,150,000 6% $ 64,630 0% Academic Affairs $ 9,300,421 51% $ 6,100,713 47% Grand Total $ 18,066,913 $ 12,985,156 BEFORE SSETF (1) Miscellanous Course Fees $ 2011/12 1,551,390 18% IRA to Academic Affairs $ 1,207,418 14% IRA to Athletics $ 5,703,790 67% Grand Total $ 8,462,598 (1) Source: SJSU Annual Budget Report
Improved Timeline January 28 th - Combined call for Operating Fund AND SSETF Budget Requests issued. February 6th - Q&A Forum regarding budget call and budget update led by AVP - Finance - 9:00-10:00am, King Library 255/257 February 10th - AVP Finance budget presentation/update to Academic Senate (4:00pm) March 7th - Budget requests due to Budget & Risk Management March 15 th - Budget request packages conveyed to reviewers: Operating Fund requests to Cabinet; SSETF Requests to SSETF Advisory Committee and Cabinet April 15 th - Recommendations due to the President from all reviewers May - Divisions notified of final allocations
Updated Guidelines Process Clarity: The President s Cabinet and the SSETF Advisory Committee (SSETFAC) will separately forward recommendations to the President for final determination. The proposals must support new initiatives that promote on of the 6 priorities. Proposal Guidance: NEW initiatives that promote SSETF s 6 Priorities Outcomes should be measurable/reportable Requests reviewed and recommended by (SSETFAC or CFAC) and Cabinet
Old Committee: 2 Faculty Representatives & 2 Student Representative with 6 Administrators Provost (Chair) Academic Senate Chair 1 Faculty (former IRA Advisory Committee appointment for FY12/13); 1 or 2 year term (can be renewed) 2 Students (1 Associated Students President, 1 Associated Students Director Student Fee Affairs); 1 year term 1 Student Affairs Division (appointed by VPSA); 2 year term (can be renewed) 1 Intercollegiate Athletics Division (appointed by AD); 2 year term (can be renewed) 1 Administration & Finance Division (appointed by VPAF); 2 year term (can be renewed) 2 Technology (1 head of Academic Technology, 1 head of Information Technology Services); ex-officio Staff to the Committee (University Budget Director) New FY1314 Effective January 2014 for FY1415 Process Review: 3 Faculty Representatives & 3 Student Representative with 4 Administrators Associate Vice President Finance (Chair) Vice Provost Academic Senate Chair 2 Faculty (Academic Senate appointments 2 year term) (can be renewed) 3 Students (1 Associated Students President, 1 Associated Students Director Student Fee Affairs, additional student representative); 1 year term 1 Student Affairs Division (appointed by VPSA); 2 year term (can be renewed) 1 Intercollegiate Athletics Division (appointed by AD); 2 year term (can be renewed) Staff to the Committee (University Budget Director) SSETF Advisory Committee Membership is appointed by the President with recommendations from various constituent groups/positions identified.
Transparent Accounting Posted funding allocations by project FY1314 Annual Budget Report (page 28) SSETF website Subsumed Course Fee to Departments by enrollment (see previous slide) Colleges requested and have received funding for previously subsumed course fee. Allocations within a College are made by the Colleges. New Courses or Modified Courses Departments/Colleges can submit SSETF Fee proposals for course related materials
SSETF Fund Base One-time 2013-14 Unallocated $ 2.0M -- 2014-15 Revenues 6.1M -- Self-Support Summer $ 0.8M 762 Surplus FTES 0.7M Athletics, Compensation, Benefits <0.7M> <0.2M> Total Available $ 7.4M $ 1.3M Reference: FY1314 Budget Outlook and FY1415 Budget