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Policy and Procedure Statements

UPPS 03.02.03 - Student Advisory Fee Committees

Student Advisory Fee Committees

UPPS No. 03.02.03
Issue No. 10
Effective Date: 7/15/2024
Next Review Date: 1/01/2029 (E5Y)
Sr. Reviewer: Assistant Vice President for Student Success

POLICY STATEMENT

Texas State University is committed to maintaining student advisory committees to ensure transparency and parity in the allocation of student fees.

  1. SCOPE

    1. Specific purposes of this policy are to:

      1. ensure full participation in the allocation of student service fees;

      2. ensure representation in recommending allocations from student service fees, medical service fees, campus recreation fees, and student center fees throughout the fiscal year; and

      3. ensure the appropriate allocation and use of student service fee reserve funds.

    2. Specific objectives of this policy are to:

      1. provide a mechanism for recommending the annual allocation of student service fees;

      2. provide a mechanism for review of requests for expenditures from the student service fee reserves and presentation to the president for final approval or denial;

      3. define the roles of the various participants in this process;

      4. ensure representative student participation in the process of recommending allocations from student service fees, medical service fees, campus recreation fees, and student center fees throughout the fiscal year; and

      5. provide a means for the annual updating of reference material for use by other compulsory student fee committees and the President’s Cabinet.

  2. PROCEDURES FOR ESTABLISHING STUDENT SERVICE FEE COMMITTEE

    1. Membership

      1. By October 1 of each year, the president of Texas State University will appoint four faculty or staff members to the Texas State Student Service Fee Committee (SSFC) for the upcoming academic year. One of the four appointees will be the assistant vice president for Student Success who will serve as chair of the committee. The remaining members, as listed below, will receive appointments on a rotating basis, allowing one member to rotate off the committee each year. They will be:

        1. the provost and executive vice president for Academic Affairs (EVPAA), or designee;

        2. the vice president for Student Success designee; and

        3. a fourth person who is a representative of the institution, to be selected by the president.

      2. In addition, the student body president of the Student Government will appoint five student members and one alternate student member, with at least one student from the Round Rock Campus, all enrolled for no fewer than six semester credit hours. In even-numbered years, the student body president will appoint three students to serve two-year terms and three students to serve one-year terms on the committee. In addition, one student alternate will be appointed to serve a one-year term. In odd-numbered years, the student body president will name one two-year appointment, two one-year appointments and one one-year alternate, with two two-year appointees of the former student body president finishing their second year. The alternate student member will serve a one-year term and have all rights and privileges of a regular committee member, except the right to vote. If a regular committee member cannot attend a committee meeting, the alternate shall assume the voting position. A student member who withdraws from the university will forfeit the committee position. The student members will elect one student member as the committee co-chair each year.

      3. An individual appointed to a vacancy in an appointed position will serve the term’s unexpired portion in the same manner as the original appointee.

  3. PROCEDURES FOR STUDENT SERVICE FEE COMMITTEE

    1. The SSFC will make recommendations to the president via the vice president for Student Success for the allocation of student service fees only.

    2. As a general rule, SSFC recommendations shall not normally exceed a 10 percent allocation change from the current year to the forthcoming year for each individual funding area. However, on those occasions when the full committee feels strongly on a change of more than 10 percent (increase or decrease), the committee shall forward this recommendation through the normal procedure.

    3. The SSFC will meet, as needed throughout the academic year, to review allocation requests from student service fee reserves. During the annual budgetary process, the SSFC chair, in accordance with the university budget calendar, may establish procedures and timetables.

    4. The committee will allocate funds for programs that provide direct services for students and that are separate and apart from the regularly scheduled academic functions of the institution (Texas Education Code Sec. 54.503).

    5. Programmatic Activities

      1. The SSFC will not base allocations from compulsory student fees to registered, competing campus organizations and related programmatic activities based on content or viewpoints.

      2. Sponsored events supported in whole or in part by compulsory student fees need not and should not avoid controversial political, religious, or ideological content, subject to the understanding that, under current policy, the university has a responsibility to assure an ongoing opportunity for the expression of a variety of viewpoints.

  4. PROCEDURES FOR PLANNING, REPORTING, AND ACCOUNTABILITY

    1. On or before March 1 of each year, the associate vice president for Budget & Planning will prepare a detailed statement of student service fee funds available for the forthcoming fiscal year. They will submit this statement to the vice president for Student Success, executive vice president for Operations and Chief Financial Officer, and the chair of the SSFC.

    2. The vice president for Student Success will provide the SSFC with an annual statement indicating balances for student service fee reserve funds.

    3. The university will hold account managers responsible for budget overruns. Account managers will receive a copy of the August 31 account balance each year. They will have 10 working days to zero out the balance through appropriate fund transfers.

  5. PROCEDURES FOR ESTABLISHING HEALTH SERVICES ADVISORY COMMITTEE

    1. The purpose of the University Health Services Advisory Committee is to provide important input regarding the operation and services of University Health Services. Responsibilities of the committee include but are not limited to reviewing the University Health Services strategic plan, reviewing the annual budget, reviewing the student health insurance plan, and reviewing any recommended Medical Service Fee increases.

    2. The Committee will meet at least once each fall and spring semester.

    3. The Committee will establish its own operating procedures.

    4. Membership on the committee will be as follows:

      1. director of University Health Services – chair, permanent member;

      2. assistant director, University Health Services – chair, permanent member;

      3. one staff person. University Health Services will request a representative from the Office of the Vice President for Student Success. This person will serve a two-year term;

      4. one faculty person. University Health Services will request a representative currently serving on the Faculty Senate. This person will serve a two-year term;

      5. one undergraduate and one graduate student, with at least one student from the Round Rock Campus;

      6. one faculty representative from the Round Rock Campus;

      7. two Student Government Representatives. The Student Government President will appoint two representatives each year.

      8. The International Student Office will be asked to appoint at least one international student representative each year. Having representation for international students is important because this committee reviews the student health insurance plan offered at Texas State and international students are required to have health insurance coverage as a condition of enrollment.

      9. The other student positions are open to any interested students. Student applications are solicited each year, and applicants are selected after an interview process.

      10. Once selected, student members are allowed to serve a maximum of two years as long as they are enrolled and able to attend all meetings.

  6. PROCEDURES FOR ESTABLISHING THE LBJ STUDENT CENTER ADVISORY COMMITTEE

    1. The purpose of the LBJ Student Center Advisory Committee is to provide important input regarding the operation and services of the LBJ Student Center. Responsibilities of the committee include but are not limited to reviewing LBJ Student Center strategic plans, reviewing the annual budget, reviewing and recommending policy and procedure changes for operation and services, and serving as an advocate of the LBJ Student Center.

    2. The Committee will meet at least once each fall and spring semester.

    3. The Committee will establish its own operating procedures.

    4. Membership on the committee will be as follows:

      1. director of the LBJ Student Center & Event Services – chair, permanent member;

      2. LBJ Student Center staff representative (recommended by director, LBJ Student Center & Event Services);

      3. Division of Finance and Support Services staff representative (recommended by the executive vice president for Operations and Chief Financial Officer);

      4. Student Involvement & Engagement staff representative (recommended by the assistant vice president for Student Success and executive director for Involvement & Engagement);

      5. Division of Student Success staff representative (recommended by the vice president for Student Success);

      6. LBJ Student Center tenant representative (based on a rotating list of tenants);

      7. Alumni Engagement staff representative (recommended by the executive director, Alumni Association);

      8. Student Government representative (student recommended by the Student Government President);

      9. LBJ Student Center Building Manager (recommended by associate director, LBJ Student Center);

      10. LBJ Student Center Employee (recommended by associate director, LBJ Student Center);

      11. one graduate student; and

      12. one student enrolled in the Round Rock Campus.

      Each member will serve for a term of one academic year.

  7. PROCEDURES FOR ESTABLISHING THE CAMPUS RECREATION ADVISORY COMMITTEE

    1. The purpose of the Campus Recreation Advisory Committee is to provide important input regarding the operation and services of Campus Recreation. Responsibilities of the committee include but are not limited to reviewing Campus Recreation strategic plans, reviewing the annual budget, reviewing and recommending policy and procedure changes for operation and services, and serving as an advocate for Campus Recreation.

    2. The Committee will meet at least once each fall and spring semester.

    3. The Committee will establish its own operating procedures.

    4. Membership on the committee will be as follows:

      1. director, Campus Recreation – chair, permanent member;

      2. Campus Recreation staff representative, maximum of two (recommended by director, Campus Recreation);

      3. Campus Recreation student staff representative, maximum of two (recommended Campus Recreation Staff);

      4. Sport Club Alliance representative (student recommended by the associate director, Programs, Campus Recreation);

      5. Student Involvement & Engagement staff representative (recommended by the assistant vice president for Student Success and executive director for Involvement & Engagement);

      6. Division of Finance and Support Services staff representative (recommended by the executive vice president for Operations and Chief Financial Officer);

      7. Division of Student Success staff representative (recommended by the vice president for Student Success);

      8. Round Rock Campus student representative; and

      9. Student Government representative (student recommended by the Student Government President).

      Unless otherwise noted, each member shall serve a maximum term of two academic years, alternated to ensure only a partial turnover of Council members each year.

  8. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      PositionDate
      Assistant Vice President for Student SuccessJanuary 1 E5Y
      Executive Vice President for Operations and Chief Financial OfficerJanuary 1 E5Y
      Student Body President, Student GovernmentJanuary 1 E5Y
      Director of University Health ServicesJanuary 1 E5Y
      Director, LBJ Student CenterJanuary 1 E5Y
      Director, Campus RecreationJanuary 1 E5Y

  9. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Assistant Vice President for Student Success; senior reviewer of this UPPS

    Vice President for Student Success

    President