Operating Policies and Procedures
1. Meetings of the Instructionally Related Activities (IRA) Committee:
a. All business of the IRA Committee shall occur in open session.
b. A quorum consists of a minimum of five (5) committee members including a minimum of four (4) student members. If a committee member has two unexcused absences, he/she shall be removed from the committee. The Chair shall seek replacement members.
c. During budget hearings individuals representing an IRA program under consideration may be invited to present information to the Committee and to answer questions regarding the program or the budget request. In the event that a member of the committee has a proposal being discussed, he/she may serve to answer questions and must abstain from voting.
2. Definition of IRA programs:
A program requesting approval for funding from IRA funds must meet the following criteria:
a. "Instructionally related activities means those activities and laboratory experiences that are at least partially sponsored by an academic discipline or department and that are, in the judgment of the president of a particular campus, with the approval of the trustees, integrally related to its formal instructional offerings" (Education Code sect. 89230)
b. The IRA Committee must determine that the program is an essential educational experience or activity that aids and supplements the fundamental educational mission of the university. Any proposal should be consistent with the policies established by the Trustees, and Channel Islands IRA policies and procedures.
3. Procedures for Proposal submission guidelines:
i. Submission guidelines and an application will be available each fall and spring session. Fall deadline, Oct 1st and Spring- March 1st.
ii. Following the deadlines for receipt of requests, the Committee shall meet to review those requests, which are considered potential IRA programs/activities.
iii. The Committee shall meet in open session to formulate recommendations regarding allocation of funds to approved programs/activities.
b. Emergency Request
i. Emergency requests are defined as those requests for support which are made on behalf of a program/activity requiring additional funds during the current semester, as contrasted to those requests submitted during the normal budget process in the preceding semester.
ii. Normally, emergency requests will not be considered unless circumstances have arisen which could not have been foreseen at the time of the normal budget procedure. It is assumed that those programs/activities receiving support during the normal budget process will plan a level of activity commensurate with annual funds provided.
iii. The requesting program shall initiate emergency requests by providing the staff of the Committee a program/activity justification and a specific budget request.
iv. Emergency Requests shall be reviewed by the Committee to determine whether or not the request is appropriate.
v. Granting Chair authority to act on behalf of committee if emergency is appropriate for proposal to be considered.
vi. If a hearing is held, the Committee shall determine if the program/activity is approved and shall recommend an appropriate level of support.
a. 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.
b. Programs shall expeditiously process all financial transactions so that a full accounting of all revenue and expenses is available for review. Programs/activity coordinators are responsible for managing within the allocated budget and IRA moneys shall not be used for any cost overruns.
c. Within 30 days of which the program/activity occurred, a report must be filed with the staff of the IRA Committee assessing how the program/activity met its original goals. The report should be no more than two pages in length and provide a concise assessment of the program. Evaluations by participants may be attached.
d. Subsequent funding shall not be considered for any program/activity for which an assessment report is outstanding.
IRA Policy Documents
- New IRA Policy to be posted pending final approval from President's Office
- IRA Reserve Policy (PDF, 116KB)
- IRA Guidelines and Operating Policies and Procedures (20KB)
- Executive Order 1054
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