Student Technology Fee Agreement

 

July 2015 – June 2017

 

 

The 2015 – 2017 Student Technology Fee Agreement reaffirms the commitment of the Student Government Association to enhance and improve the quality and availability of student technology at Southeastern Louisiana University. 

 

 

Overview

 

According to House Bill 2339 of the Louisiana State Legislature, proceeds raised through the Student Technology Fee shall be placed in a restricted account and expenditures from this account shall be subject to the purview of a management board.  The Louisiana State Legislature requires the University to develop a written plan outlining the various uses of the Student Technology Fee.  This plan shall be in the form of an agreement between the Student Government Association, on behalf of the student body of Southeastern Louisiana University, and Southeastern Louisiana University.  Applicable Policy and Procedures Memoranda issued by the University of Louisiana System also pertain in its development. 

 

 

Administration and Oversight

 

Oversight of the uses and application of the Student Technology Fee shall be granted to the Student Technology Fee Committee, a group consisting of Student and University representatives.  This committee shall evaluate progress toward the completion of technology initiatives, offer recommendations with regard to new initiatives, and provide input on all major student technology efforts.  This committee shall be obligated to make regular reports to the Student Government Association Senate and to the Provost and Vice President for Academic Affairs. 

 

The committee shall keep a formal record of all actions taken on behalf of the students, in conjunction with the Student Technology Fee, by providing a detailed history of fee usage and application. The Chair of the committee or his/her designee shall maintain minutes and records for purposes of audits of the fee, as well as for providing accountability to the students of Southeastern Louisiana University.  These documents shall be made available to the Student Government Association at their request and they shall be filed as a matter of public record.

 

Voting membership of the Student Technology Fee Committee shall consist of nine members with a student majority as follows: 

 

a.
b.
c.
d.
e.

f.

CIO (Chairperson);
Student Government Association (SGA) President (Co-chair);
Four (4) student members appointed by the SGA President;
Team Leader, Client Services;
Assistant Vice President for Academic Affairs;
Vice President for Student Affairs.

 

Non-voting membership shall include the following:

 

a.
b.

Team Leader, Mobility Services
Any other non-voting member approved by the Student Technology Fee Committee.

 

The Committee Chair or the Student Government Association President may request any liaison to attend committee meetings so as to provide insight on issues that will facilitate committee decision-making.  Committee meetings shall be held at least thrice during the fall and spring semesters and once during the summer semester, and the Student Government Association President or the Committee Chair may call special meetings as necessary. The Student Technology Fee Committee shall be the venue for:

 

a.

Proposing and implementing the addition or deletion of labs and other student technologies to the Student Technology Fee budget;

b.

Proposing and implementing major changes and/or additions and deletions to the Student Technology Fee budget;

c.

Proposing and implementing the addition or deletion of services provided by the Student Technology Fee;

d.

Responding to student concerns regarding the usage of the Student Technology Fee;

e.

Revising the Technology Fee Usage Agreement where necessary;

f.

Making recommendations to the SGA Senate regarding the amount of the Student Technology Fee, in accordance with House Bill 2339;

g.

Recommending the Student Technology Fee annual plan and corresponding budget for each fiscal year for approval in conjunction with the Vice President for Student Affairs, the Vice President for Administration and Finance, and the Provost and Vice President for Academic Affairs;

h.

Providing to the SGA Senate a biannual budget summary of the Student Technology Fee (by the fifteenth of November and the fifteenth of April), including all collections and disbursements;

i.

Updating and modifying the Student Technology Fee annual plan.

 

It is essential that the Committee’s business be organized in such a fashion so as to be efficient and effective. 

 

In this regard, the Committee will have the ability to review any technology proposal of $5,000 or less (hereafter known as a “small project proposal”) at committee meetings.  Small project proposals, if they are to be reviewed at committee meetings, must be submitted with the agenda for that meeting to allow members to properly review each proposal.   All small project proposals and large project proposals shall be initially reviewed according to general criteria as outlined in Appendix A.

 

A “Small Project Review Subcommittee” shall initially review all project proposals valued at $5,000 or less.  The Subcommittee shall be comprised of five members of the Technology Fee Committee—three students and two administrative representatives from the University.  Small Project Proposals shall be reviewed three times during the year.  The Subcommittee shall employ the general criteria to initially review small/large project proposals as well additional factors as outlined in Appendix A.  The Subcommittee’s recommendations will be forwarded to the Student Technology Fee Committee for final approval. 

 

A “Large Project Review Subcommittee” shall initially review all large project proposals (those of value greater than $5,000).  The Subcommittee shall be comprised of five members of the Technology Fee Committee—three students and two administrative representatives from the University.  Calls for large project proposals shall be issued once during the fall semester.  The Subcommittee shall employ the general criteria to initially review small/large project proposals as well additional factors as outlined in Appendix A.  Calls for matching project proposals shall also be issued once during fall semesters.  The Subcommittee shall employ the criteria to review matching project proposals as outlined in Appendix C.  The Subcommittee’s recommendations will be forwarded to the Student Technology Fee Committee for final approval.

 

The Committee Chairperson, Co-chair, and another student selected by the SGA President will  review and recommend for approval all proposals submitted by the President and/or Vice Presidents for fund balance spending.

 

In accordance with the Policy and Procedures Memorandum entitled Guidelines For Use of Dated Equipment Bought with Technology Fee Money, a Subcommittee shall also be established to review proposals submitted by other departments, faculty, staff and students as to the distribution of Technology Fee assets that have been taken offline due to their age.  This Subcommittee on Surplus Computer Proposals shall be comprised of five members of the Technology Fee Committee—three students and two administrative representatives from the University.  The Subcommittee shall meet at least once during the fall semester and once during the spring semester.  The Subcommittee shall rate each proposal on previously agreed to criteria and submit their recommendations to the Student Technology Fee Committee for final approval. 

 

When deemed necessary, a Strategic Planning Subcommittee may be formed for the purposes of providing strategic recommendations and reviewing any and all state board regulations that may have an effect on the agreement.  The Subcommittee will offer recommendations to the Student Technology Fee Committee.

 

The creation of the annual budget for the Student Technology Fee will be the responsibility of the CIO and the Student Government Association President or his/her designee.  These parties shall meet as required to develop and present a budget to Technology Fee Committee each spring for approval.  Budget proposals shall recommend, where feasible, funds available for small project proposals and funds available for large project proposals.

 

 

Use of Technology Fee Funds

 

No more than one fourth of the budget from the Student Technology Fee may be used to pay for the training and salaries of student and graduate assistants.  All graduate assistants and student assistants paid from this fund must work in a capacity that relates to the development and enhancement of student technology at Southeastern Louisiana University.

 

In keeping with the spirit of House Bill 2339, Student Technology Fee funds may not be used to fund existing university positions prior to passage of House Bill 2339.  However, in order to meet increasing technological demands, the Student Technology Fee Committee may be used to create new employee positions subject to Committee approval.

 

Student Technology Fee funds may be used to further the advancement of student technology in any open, restricted, or departmental computer lab, technology rich classrooms, technology classrooms, and student service labs, pending an approved recommendation by the Student Technology Fee Committee.  (See Appendix B for further information regarding these laboratory classifications.)  However, proceeds may not be used to complement operating budgets such as student worker costs, paper, ink, etc. in a closed lab. 

 

Technology fees may be used for the provision of ADA equipment on campus.  Such items include, but are not limited to, ADA workstations in computer labs and mechanical door openers on buildings.

 

In February of each year, an assessment of the Technology Fee fund balance will be done.  The unallocated balance remaining in the budget, which would include the amounts saved from allocated funds and the contingency funds, will be made available to the President and the Vice Presidents for use in a manner that benefits student technology at Southeastern.  A proposal for the use of the fund will be brought to the committee in the March meeting for consideration.

 

The Student Technology Fee may not, at any time, be bonded by the University without a two-thirds majority vote in favor of such bonding by the Student Government Association Senate.

 

The Student Body realizes that growth in technology is rapidly evolving; therefore, this document shall be revisited by the Student Technology Fee Committee at least every two years and be revised if necessary.

 

This agreement between the Students and the University shall become effective upon signature by the President of Southeastern Louisiana University and the President of the Student Government Association of Southeastern Louisiana University. We hereby enter into this agreement and proclaim it valid and effective for the period of July 1, 2015 through June 30, 2017.

 

 

_________________________

John Crain, President

Southeastern LouisianaUniversity

 

_________________________

Alexis Quackenbush, President

Student Government Association

Southeastern Louisiana University

 

APPENDIX A

Small Project Proposals/Large Project Proposals

Assessment Criteria

 

  1. All small project proposals and large project proposals shall be initially assessed using the following general criteria:

 

  • The number of students impacted by the proposal
  • The degree of impact on students (i.e. does the proposal have a direct or an indirect impact on the students? Examples of projects having a direct impact on students would be the establishment of a computer laboratory or the ability to for students to checkout computer equipment.  Examples of projects having indirect impact would be an increase to server capacity.)
  • The cost of the proposal
  • The cost/benefit ratio and/or return on investment of the proposal
  • The degree to which the large project proposal is self-sustaining
  • The degree to which the proposal augments existing systems
  • The long-term benefits to students
  • The length of time that results will endure
  • The degree to which students interact with the results on a regular basis.

 

  1. Further assessment of small project proposals will normally not be required.

 

  1. Large project proposals may undergo further assessment. Selected large projects may be further assessed on the following factors: 

 

  • The degree to which the proposal maintains or creates a technology balance across the campus
  • The degree of reach across various aspects of campus life
  • The degree to which strategic technology priorities are enhanced vis-a-vis the University Technology Plan, etc.
  • The degree to which the proposal advances the University's reputation as a technologically advanced school and being on the "cutting-edge."

 

APPENDIX B

Computer Laboratory Definitions

 

In keeping with previously established guidelines, the following definitions shall be used in the classification of computer laboratories:

 

  • A departmental laboratory, for the purpose of this agreement, shall mean any lab in which only classes are held or any lab that is not open to the general student population, during some portion of the day, regardless of academic major or college affiliation.
  • An open laboratory, for the purpose of this agreement, shall mean any lab in which no classes are held and is open to the general student population during its hours of operation, regardless of academic major or college affiliation.
  • A restricted laboratory, for the purpose of this agreement, shall mean any lab that is open to all students, regardless of academic major or college affiliation, no less than twenty hours per week of which no less than ten hours must be primetime[1], but may hold classes during the opposing times.
  • A technology richclassroom and/or a technology classroom, for the purpose of this agreement, shall mean any classroom that is open to all students, regardless of academic major or college affiliation, but makes student technology available through the Student Technology Fee for faculty, staff and students to utilize academically.

 

APPENDIX C

Matching Project Proposals

Assessment Criteria

 

 

All matching project proposals shall be assessed using the following general criteria:  

 

  • How the proposal will further the goal of the student technology fee, which is to provide opportunities to increase student access to technology and/or to use technology in ways to benefit student life, scholarship and learning
  • How the proposal advances the University’s reputation as a technologically advanced institution
  • The objectives of the proposal
  • The number of students directly impacted by the proposal
  • The short and long term benefits to students
  • The rationale concerning the selection of the project category type (i.e., new, replacement, etc.)
  • How the equipment will be used
  • The equipment location, safety, security and maintenance

 

[1]Primetime, for the purpose of this agreement, shall be defined as seven o’clock a.m. until four o’clock p.m. Monday through Friday.