Student Technology Fee, Western Washington University
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The Student Technology Fee program
supports the acquisition of technology
to enrich students' academic experience.
SEE CURRENT PROPOSALS (2012-13) FOR REVIEW
The Student Technology Fee Committee wants your comments!
Please see these links covering the Student Technology Fee (STF):
Student Technology Fee - Mission
The Student Technology Fee provides students with adequate technology experiences through these objectives:
- Broaden/enhance the quality of the academic experience through the use of technology in support of the curriculum;
- Provide additional student access to technological resources and equipment that are needed in support of instruction and to maintain and enhance the technological competency of students as it relates to their academic endeavors;
- Increase the integration of technology into the curriculum.
Student Technology Fee - History
(in progress)
- Fall 1995 -
Student Technology Fee (STF) implemented by the Associated Students (AS), Western Washington University, and the Western Foundation. The AS Board established a fee imposed on all full-time, on-campus students. - May 26, 1999
- May 24, 2000 -
approved by AS Board of Directors - November 15, 2001 -
revised - May 15, 2002 -
AS Board resolution: Continue STF with a $5 increase, contingent on continued funding support from WWU administration and Western Foundation - May 6, 2004 -
AS Board resolution: Extend STF of $15 per quarter for one year (fall quarter 2004 through spring quarter 2005) - May
2005 -
revised - Spring 2009 -
A fee increase was voted on and approved
Student Technology Fee - Program Overview
STF Operational Guidelines
Student Technology Fee Operational Guidelines 2009-2013
STF Proposal Guidelines
Note: This section gives a general overview of the STF proposal guidelines. For specific instructions to submit a proposal, see II. STF Proposal Form and Instructions on this website.
1. Definition of "Technology"
The emphasis of the STF program is to provide direct support to the academic programs. Within the context of the Student Technology Fee (STF) program and project proposals, the terms "technology" and "technological resources" are defined as follows:
a. Equipment resources used in support of the instructional process.
Example: Microscopes or other equipment used in direct support of instruction would qualify.
b. Computer software that is used in support of the instructional process.
Example: A special computer program to provide visual models of demographic census information for an existing computer lab, or any software needed for the support of equipment that is proposed for purchase under the STF program would qualify.
c. Electronic information resources with direct applicability to the curriculum.
Example: Full-text databases of selected journals, statistical abstracts, and networked information resources would qualify.
Disallowed Items
The following illustrates equipment and activities that generally would not qualify for STF funding:
- Software related to maintenance and/or serial payments
- Maintenance contracts on equipment
- Expendable supplies
- Equipment that will not be directly used by students and/or equipment or furnishings that are part of the typical classroom environment (such as lighting, portable and fixed media equipment, furniture etc.).
Example: Stage lighting that will be operated by students as part of their educational experience would generally qualify. Equipment to improve ambient lighting in a classroom would not qualify.
Example: Special-purpose equipment integrated into the student experience would qualify. General-purpose classroom media equipment such as overhead projectors, computer projectors, etc. would generally not qualify.- Personnel (release time, student assistants, etc.)
2. Types of Expenses Supported
- The Student Technology Fee (STF) Committee gives priority to those projects supporting the academic experience of the University. As indicated in the mission, the STF program's primary objective is "to broaden/enhance the quality of the academic experience through the use of technology in support of the curriculum." The types of technology supported are in item 1 above, Definition of "Technology."
- Because project funding is made on a year-to-year basis, the STF is generally able to provide one-time funding only. Therefore, the requesting organization must be prepared to provide ongoing project support from its own funding sources.
- If a project cannot be completed without the provision of ongoing funding, the requestor must clearly identify the level of ongoing funding required and address how the project will be affected if ongoing support is not provided. In these exceptional cases, the ongoing personnel and operating expenses associated with a project may be provided.
- The STF program will consider one-time operating expenses and personnel expenses associated with project implementation, provided these expenses directly relate to the project objectives and meet the other criteria listed herein.
3. Preparing and Submitting Proposals
- The Vice Provost for Information Technology (VPIT) and the Student Technology (STF) Committee Chair are responsible for designing the detailed project review procedures for their areas.
- All areas must use the proposal form developed by the STF Committee.
- All proposals must be approved, submitted, and implemented by an organizational entity of the University or of the Associated Students.
- Once the college dean or organizational head has approved and prioritized the proposals, he/she should forward them directly to the STF Committee.
- Proposals submitted directly by individuals or affiliated groups are not considered.
- The STF objectives focus on the use of technology to enrich the students' academic experience. Therefore, proposals from non-academic areas must be co-sponsored by an academic unit (or academic support unit). The sponsoring unit must approve the academic relevance of the proposed project and provide project guidance.
- The STF Committee implements measures to expand student participation by:
- encouraging departments to hold open meetings to solicit student participation in the identification of potential projects, and
- providing linkage between students and appropriate departments for the development of joint projects.
4. Proposal Review
The Student Technology Fee (STF) Committee:
- Reviews all proposals that are complete per the instructions, properly approved for submission, and submitted by the deadline.
- Consolidates, as appropriate, duplicated or very similar proposals.
- Posts accepted proposals on this website for review/comment; and asks for and considers comments from the campus community and, in particular, from individuals on the Academic Technology Committee.
- Conducts on-site reviews of accepted proposals with the primary proposal applicants.
- Creates, based on thorough proposal reviews and the projected funding allocation, a prioritized list of projects recommended for funding.
5. Proposal Modifications
- Through discussions within the Student Technology Fee (STF) Committee or through discussions with proposal applicants, funding for a proposal may be modified, conditions may be attached to the proposal, proposals may be combined, or other modifications may be made.
- The STF Committee may also solicit proposals when necessary to fulfill the overall objectives of the STF program or to address issues omitted by submitted proposals.
6. Project Approval/Fund Allocation
- The Student Technology Fee (STF) Committee submits the final list of recommended projects and any implementation considerations to the University President and the Associated Students President for review and consultation.
- The University President makes the final decision concerning projects to be funded, and any implementation considerations.
- The administrative head of the unit receiving the award is responsible for establishing procedures to monitor the expenses of the project and ensuring the project objectives and any other conditions are met.
- After project implementation, each organizational unit receiving funding must submit a report to the STF Committee that outlines the project activities, describes how the project objectives were met, and identifies all fund expenditures.
7. Technical and Cost Review
- Once proposals have been approved by the Associated Students President and the University President, all approved projects undergo a formal technical review process to verify project configuration, project costs, and expected impacts on existing resources.
- Academic Technology and User Services is responsible for coordinating the technical review and preparing the final budget. If issues arise during this review, the Vice Provost for Information Technology makes a final determination in consultation with the Student Technology Fee (STF) Committee chair.
- Approved projects are reviewed to see if technical aspects of each project can be improved, to ensure that all costs have been identified, to identify additional funding sources, and to recognize any special conditions recommended by the STF Committee. This review includes coordinating with Purchasing and identifying possible combined procurements and/or other cost-reduction opportunities.
- This process often results in changes in the exact equipment to be acquired. It is likely that an award amount will change based on the technical and purchasing analyses. Final STF funds are disbursed based on the final costs identified by the technical and cost review, rather than on the original proposal.
- Once a project's technical review is complete and the final budget is approved, funds may be disbursed and Purchasing may proceed with item acquisition.
8. Project Expenditure Control
The heads of the organizational units are responsible for overseeing their respective projects to ensure that project expenditures are made in accordance with the project plans and any conditions identified by the University President. Any project deficits are the responsibility of the area receiving the award.
9. Project Management and Coordination
The Student Technology Fee Committee may require that major projects be managed and coordinated by a project team consisting of the various constituencies that will be involved in or affected by the project. The Vice Provost for Information Technology, in consultation with the organizational entity, appoints the project-management committee.
10. Project Cost
The Student Technology Fee (STF) Committee attempts to use the funds in a manner that will meet the project objectives while serving as many students as possible. The STF Committee gives preference to projects between $5,000 - $100,000 that will accomplish the STF mission. Smaller projects (less than $5,000) are considered if they provide the benefits listed above.
11. Number of Proposals per Organizational Entity
Each major organizational entity (college, major administrative unit, etc.) may submit a total of 15 proposals. These proposals must be prioritized, and the aggregate amount of the proposals cannot exceed $1 million.
12. Multi-Departmental Proposals
Multi-departmental and other collaborative proposals are encouraged. If a proposal will involve two or more organizational entities (e.g., departments or colleges), the project sheet must be signed by all department chairs and deans that would be affected by the proposed project. In addition, each college may require that the proposal go through its own review process.
13. Multi-Segment Proposals
Student Technology Fee proposals should address a single topic or activity if the separate topic or activity exceeds $5,000.
14. Course Fees
If the equipment requested will be used by any courses for which equipment-related course fees are collected, the total project funding requested from the Student Technology Fee must reflect the amount collected from these course fees. The Academic Budget Office will work with the project applicant to determine the appropriate contribution from these funds.
15. Security
All equipment acquired by the Student Technology Fee program must
be adequately secured. Project applicants should include adequate funding for
the appropriate security mechanisms. Please contact ATUS Computer Maintenance
Services for assistance.