Student Technology Fee Agreement

Student Technology Fee Agreement

July 2023 – June 2025

The 2023 – 2025 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 Programs; Vice President for Student Affairs.

Non-voting membership shall include any 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.

Posting a biannual budget summary each Spring and Fall semester on the Student Technology
Fee website, available to all members of SGA, including collections and expenditures.

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.  Priority will be given to proposals that
support enhancement of classroom technologies and wireless upgrades or expansions.
 (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, 2023 through June 30, 2025.

_________________________

William Wainwright, President

Southeastern LouisianaUniversity

_________________________

Lacey Johnson, 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.