STUDENT ACTIVITY AND SERVICE FEE BUDGET DEVELOPMENT
Developed jointly by Florida Junior Community College Student Government Association and
Presidents Council Sub-Committee
Approved February 28, 2003
FEBRUARY 2003
Student Activity and Service fee dollars (restricted funds) are generated by a fee added to each
credit semester hour for which students enroll. Fees are determined in accordance with Florida
Statute Title XLVIII, Chapter 1900, 1009.23; established locally by each community college
board of trustees, the amount of which does not exceed 10 percent of the tuition fee.
Traditionally, activities sponsored by the Florida Community College Activities Association
(FCCAA) and other extracurricular/co-curricular activities and student services providing a
direct benefit to students are deemed appropriate for funding from Student Activity and Service
fee dollars. Fees are to be used in a manner consistent with current statute and rule and local
Board policy.
The Budget Committee composition and guidelines are determined at the local
level.
The following guidelines are recommended:
I.
Budget Committee
The Budget Committee is appointed by the President and comprised of both students and
faculty/staff, with students constituting at least half of the committee.
Suggested
composition of the committee follows:
A.
Single campus institutions:
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Student Government Association/Student Activities Board/Campus Advisory
Board Advisor
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Other interested faculty/staff members
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Other Student members representing various programs and activities
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The SGA/SAB/CAB President
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Secretary (non-voting)
Student members are comprised of members of the SGA/SAB/CAB Budget Committee,
active members of SGA/SAB/CAB, and officers/members from other campus
organizations.
The committee should elect co-chairs, one student and one faculty/staff
with the Student chair as the tie-breaking vote.
B.
Multi-campus institutions:
2
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Student Government Association/Student Activities Board/Campus Advisory
Board Advisors
�
Other interested faculty/staff members
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The SGA/SAB/CAB President from each campus
�
Additional SGA/SAB/CAB and interested program members per campus
�
One (1) Secretary (non-voting)
Student members are comprised of members of the SGA/SAB/CAB Budget Committee,
active members of SGA/SAB/CAB, and officers/members from other campus
organizations.
The committee should elect co-chairs, one student and one faculty/staff
with the Student chair as the tie-breaking vote.
II.
Requisition of Student Activities Funds
A.
?
An appropriate administrative or staff member will create and distribute a Notice
of Requisition to all interested student organizations, and publish same in all
campus-wide student publications. The deadline for requests should be no less
than thirty (30) days from the first date of announcement. The recommended first
date of announcement is February 15
th.
B.
?
Colleges should develop procedures to ensure that all student activity requests are
submitted with a detailed, itemized list of needs and costs.
C.
?
Recipients of funds from the current fiscal year should submit a report detailing
the current utilization of student activities dollars and plans for the remainder of
the budget for current fiscal year.
D.
?
The committee should develop guidelines to evaluate how all events, programs,
and services funded through the Student Activity Budget support the needs of
students. Events should be free of charge whenever possible to allow broad
participation.
III.
Requisition of Student Services Funds
A.
Projected services budgets shall be submitted to the committee for review. Service
budgets shall undergo the same budgetary process as student activities requests.
B.
?
The committee should develop guidelines to evaluate how all services funded
through the Student Activity and Services Fee Budget support the needs of
students.
IV.
Budgetary Process
A.
The appropriate financial representative of each institution provides the
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committee chairman with the anticipated student activities budget allocation for
the next fiscal year by March 15
th.
B.
?
The committee chairman solicits from college-wide budget managers their budget
reports from the current year and requests (to include dollars requested and
justification) for the next fiscal year. The deadline for manager’s budget requests
will be the same as student activities requests.
C.
?
The committee meets as necessary to review college-wide budget requests
balancing revenue against requests, creates an operating budget for the next fiscal
year and recommends the allocations of the college-wide student activity and
services budget. The committee should determine the appropriate balance
between student activities and student services funded by the budget.
D.
?
Following committee approval, the Committee Chairman forwards the
recommendations to the appropriate administrative parties for approval. The
administrative parties have the option of approving, not approving, or returning
items to the committee for further review.
E.
?
The budget shall be completed, finalized, and approved by the close of the Spring
Semester. Thereafter, the Budget Committee shall meet as needed to review the
budget and process any amendments or late requests.
F.
?
Campus budget dollar allocations are determined at the local level. Recommended
distribution is based on the percentage of unduplicated college credit headcount at
each campus in the preceding fiscal year with appropriate consideration for
district-wide student activities.
G.
?
If college-wide carryover/rollover dollars from the previous year are available, the
committee will meet during the academic year to recommend how those funds are
reallocated. The President of the institution or appropriate party shall submit a
report to the committee detailing the status of said dollars by January 31
st.
Recommendation of budget for expenditure of carryover/rollover dollars is also
the responsibility of the committee.
H.
?
Any allocation restrictions are determined by the budgetary committee and
approved by the President or appropriate representative in accordance with
Florida statute.
I.
?
Since a budget cannot anticipate every contingency, committees should have a
plan to address needs or emergency situations requiring an immediate decision.
J.
?
It is the responsibility of the college to ensure that the committee receives
appropriate training and assistance to ensure that restricted Student Activity and
Service fees are utilized in a manner consistent with current state statute and rule
and local Board policy.
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K.
?
Rules regarding the Budget Committee process should utilize a standard meeting
format such as Robert’s Rules.
L.
?
The entire Student Activity and Service Fee budget must be approved by the
President of the institution and/or appropriate representative (such as Vice
President for Financial Affairs, etc.).
VI.
Clubs and Organizations
Eligible organizations are determined at the institutional level but shall be open to all
students and benefit the student population as a whole. Any club or organization
receiving funds from the Student Activity and Service fee shall implement standard
accounting practices and prepare an annual fiscal report to be forwarded to the Budget
Committee and the President or appropriate financial representative.