Operating Policies and Procedures
1. Meetings of the Student Fee Advisory Committee:
a. All business of the SFAC shall occur in open session.
b. A quorum consists of a majority of committee members. If a committee member has two unexcused absences, he/she shall be removed from the committee. Depending upon the time of year, the Chair may seek replacement members.
c. During budget hearings individuals representing an IRA program under consideration may be invited to present information to the Board 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 SFAC must determine that the program involves enrolled students in significant 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.
c. Any proposal should be consistent with the policies established by the Trustees, and Channel Islands IRA policies and procedures.
3. Procedures for Budget Requests
a. Annual Budget Requests
I. Each fall the Committee shall announce procedures for submission of IRA budget requests for the next semester. Submission guidelines and a scoring rubric shall be published at the same time.
II. Following the announced deadline 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 Budget Requests
I. Emergency requests are defined as those requests for support which are made on behalf of a program/activity requiring 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. The program/activity is at least partially sponsored by an academic discipline or department and which is, in the judgment of the President, integrally related to its formal instructional offerings. (Education Code sect. 89230).
V. Emergency Requests shall be reviewed by the Committee to determine whether or not a budget hearing on the request is appropriate.
VI. If a hearing is held, the Committee shall determine if the program/activity is approved and shall recommend an appropriate level of support.
4. Accountability
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. By June 30th of the fiscal year during which the program/activity occurred, a report must be filed with the staff of the SFAC 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.