Mission Statement and Program Description

Mission Statement

The Student Technology Fee provides students with adequate technology experiences through the objectives of:

• 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 Program Description

Student Technology Fee Committee

The Student Technology Fee was implemented in fall 1995 as a result of action by the Associated Students, Western Washington University, and the Western Foundation. Program funding is provided by a fee established by the Associated Students Board and imposed on all full-time, on-campus students and a $150,000/year allocation from the University. The Student Technology Fee Committee (STFC) is responsible for recommending allocations to the University President.

The STFC is comprised as follows:

• Associated Students Vice President for Academic Affairs (Chair)
• Associated Students Vice President for Student Life (Vice Chair)
• 2 students at-large (appointed by Associated Students Board of Directors)
• Vice Provost for Information and Technology/CIO
• Faculty representative from the Academic Technology Committee
• Faculty representative at-large (appointed by the Faculty Senate)

The STFC reports to both the Associated Students Board of Directors and the Vice Provost for Information Technology.

 

Student Technology Fee Program - Overall Process

1. Definition of "Technology":

Within the context of the Student Technology Fee (STF) program, the terms "technology" and "technological resources" are defined as follows:

A . Equipment resources used in support of the instructional process.

For instance, microscopes, student computer labs,or other equipment used in direct support of instruction would qualify.

B . Computer software that is used in support of the instructional process.

For instance, 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.

For instance, full-text databases of selected journals, statistical abstracts, and networked information resources would qualify. The emphasis of the STF program is to provide direct support to the academic programs.

The following activities illustrate equipment and activities that generally would not qualify for STF funding:

• Maintenance contracts on equipment or software
• 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.).

  For instance, lighting for a stage that will be operated by students as part of their educational experience would generally qualify, while equipment to improve the ambient lighting in a classroom would not qualify. Likewise, general-purpose classroom media equipment such as overhead projectors, computer projectors, etc. would generally not qualify, while special-purpose equipment integrated into the student experience would qualify.

• Personnel (release time, student assistants, etc.)

2. Preparing and Submitting Proposals:

• The University Provost and the Student Technology Committee (STFC) Chair are responsible for designing the detailed project review procedures for their areas.
• All areas must use the Proposal Form developed by the (STFC.
• All proposals must be approved, submitted, and implemented by an organizational entity of the University or the Associated Students.
• Once proposals have been approved and prioritized by the College Dean or organizational head, they should be forwarded directly to the STFC.
• Proposals submitted directly by individuals or affiliated groups are not considered.
• The STF objectives focus on the use of technology to enrich the student's 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 guidance to the project.
• The STFC implements measures to expand student participation. The STFC encourages departments to hold open meetings to solicit student participation in the identification of potential projects. The STFC also provides linkage between students and appropriate departments for the development of joint projects.

3. Proposal Review Process:

1. The Student Technology Fee Committee (STFC) consolidates all proposals received into a single list, including consolidating duplicated or very similar projects as appropriate.
2. The STFC gives the combined list to the University Provost and the Associated Students.
3. The University Provost and the Associated Students prioritize the consolidated list according to procedures developed by each area.
4. The University Provost and the Associated Students meet and prepare consolidated recommendations to the STFC, and provide any other comments they believe may be useful to the STFC.
5. After receiving the consolidated recommendations and other comments, the STFC reviews the projects based upon the overall program objectives, the priority assigned to the project by the University Provost and the STFC Chair, and their respective comments concerning the projects.

4. Proposal Modifications:

• Through discussions within the Student Technology Fee Committee (STFC) or through discussions with proposal submitters, 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 STFC may also solicit proposals where necessary to fulfill the overall objectives of the STF program or to address issues that were omitted by the individual project proposals.

5. Project Approval/Fund Allocation Process:

1. The Student Technology Fee Committee (STFC) submits the final list of recommended projects and any implementation considerations to the University President and the Associated Students President for review and consultation.
2. 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 implementation of each project, each organizational unit receiving funding must submit a report to the STFC that outlines the activities of the project, describes how the project objectives were met, and identifies all expenditures of funds.

6. Technical and Cost Review:

• Once proposals have been approved by the Associated Students President and the University President, all proposals considered for funding by the Student Technology Fee Committee (STFC) undergo a formal technical review process to verify project configuration, project costs, and expected impacts on existing resources.
• Approved proposals are reviewed to see if technical aspects of each proposal can be improved, to ensure that all cost items have been identified, to identify additional sources of funding, and to recognize any special conditions recommended by the STFC. This review includes coordination with Purchasing and identifying opportunities for combined procurements and/or other cost-reduction opportunities.
• All applicants are reminded that this process often results in changes in the exact equipment to be acquired. It is likely that an award amount will change based upon the technical and purchasing analyses. The final STF funds will be disbursed based on the final costs identified by the technical and cost review, rather than by 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 acquisition of items. Academic Technology and User Services is responsible for coordinating the technical review and preparating the final budget. If issues arise during this review, the Vice Provost for Information Technologywill make a final determination in consultation with the STFC chair.

7. 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.

8. Project Management and Coordination:

The Student Technology Fee Committee (STFC) may require that major projects be managed and coordinated by a project team consisting of the various constituencies that will be involved or affected by the proposed project. The Vice Provost for Information Technology, in consultation with the organizational entity, appoints the project-management committee.

9. Types of Expenses Supported:

• As indicated in the Student Technology Fee (STF) Mission Statement, the primary objective of the STF program is "to broaden/enhance the quality of the academic experience through the use of technology in support of the curriculum." The Student Technology Fee Committee (STFC) gives priority to those projects supporting the academic experience of the University. The types of technology supported are listed in item 1, Definition of "Technology."
• Due to the nature of STF funding, and 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 the ongoing support for the project 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.

10. Project Cost:

The Student Technology Fee Committee (STFC) wishes to use the funds in a manner that will meet the project objectives while serving as many students as possible. The STFC gives preference to projects between $5,000 - $150,000 that will accomplish th 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 will 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:

STF proposals should address a single topic or activity if the separate topic or activity exceeds $5,000. The following scenarios are provided for explanation:

• Example One: A department wants to upgrade several computer labs, and each lab will cost more than $5,000. A separate proposal should be submitted for each lab.
• Example Two: A department wishes to upgrade a computer lab and wishes to purchase the computers as well as spend $10,000 for software. One proposal will suffice as long as the software is required for the lab to become operational. If the software is optional, then the software should be a separate proposal.
• Example Three: A department wishes to purchase camcorders and a video editing station, and also upgrade their departmental computer lab. Generally, the camcorders and the video editing station should be in a single proposal, since they are linked. The computer lab upgrade should be in a separate proposal if it costs more than $5,000.
• Example Four: A department wishes to upgrade its computer lab ($25,000), and also purchase one video editing station for $3,500. The video editing station is not related to the computer lab. The video editing station should go in a separate proposal, since it is not directly linked with the computer lab. In this case, the department should note the conditions listed in paragraph 13 concerning proposals less than $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

16. Student Technology Fee History:

May 26th, 1999
Approved by AS Board of Directors May 24th, 2000
Revised November 15, 2001
Revised May 6, 2004
Revised May, 2005