Operating Policies and Procedures

I. Meetings of the IRA Advisory Board

1. All meetings of the Board shall be open except during deliberations on specific budget allocations.
2. During budget hearings individuals representing an IRA program under consideration will be invited to present information to the Board and to answer questions regarding the program or the budget request.
3. The Board shall meet in closed session during the actual deliberations and decisions regarding allocation recommendations.

II. Definition of IRA programs

A program requesting approval for funding from IRA funds must meet the following criteria:

1. The program must be sponsored by an instructional department.
2. The student activity associated with the program must be deemed by the IRA Advisory Board to be integrally related to the formal instructional offerings of the University.
3. The student activity must be directly associated with one or more courses offered for credit by the sponsoring department. For purposes of this criterion independent study courses are not eligible for consideration.
4. The IRA Advisory Board must determine that the program involves enrolled students in significant out?of?class activity which results in a planned product; such products include, but are not limited to, competition or performance before an audience, a display of material of instructional value to the University community, or a written publication available to students of the University.
5. Under the policies established by the Trustees, the fee revenue may only be used to support programs which meet the definition of instructionally related activities. and which fall into approved categories.

III. Procedures for Budget Requests

  A. Annual Budget Requests

1. Each Fall the Board shall announce procedures for submission of IRA budget requests for the following fiscal year.
2. Following the announced deadline for receipt of requests the Board shall schedule budget hearings to review those requests which are considered potential IRA programs.
3. Following hearings and review of all annual budget requests the board shall meet in closed session to formulate recommendations regarding allocation of funds to approved programs.

  B. Emergency Budget Requests

1. Emergency requests are defined as those requests for support which are made in behalf of a program requiring funds during the current fiscal year, as contrasted to those requests submitted during the normal budget process in the Spring receding the current fiscal year.
2. Normally, emergency requests will not be considered from programs unless circumstances have arisen which could not have been foreseen at the time of the normal budget procedure. It is assumed that those programs receiving support during the normal budget process will plan a level of activity commensurate with annual funds provided.
3. The requesting program shall initiate emergency requests by providing the Chair of the IRA Advisory Board a program justification and a specific budget request.
   1. The program must meet the definition of an IRA program and must have the endorsement of the sponsoring instructional department and college.
   2. Emergency Requests shall be reviewed by the IRA Advisory Board to determine whether or not a budget hearing on the request is appropriate.
   3. If a hearing is held, the board shall determine if the program is approved and shall recommend an appropriate level of support.

  IV. Accountability

1. If a program plans to budget unexpended funds for a future need (beyond the June 30th fiscal year end), a description of the plan must be presented along with evidence to justify fund use for the specific need.
2. Programs shall provide full accounting of all revenue derived from program activities.