Guidance Letter B-050

CLEVELAND STATE COMMUNITY COLLEGE Cleveland, Tennessee

SUBJECT:  Student Activity Fee Funds

  1. The student government activity fee is collected pursuant to Tennessee Board of Regents Guideline B-060: Fees, Charges, Refunds, and Fee Adjustments. A referendum question to change from two separate fees (A $6 per semester Student Activity Fee and a $6 per semester Student Government Fee) to a single $20 per semester Student Government Activity Fee was approved by student body vote and unanimously endorsed by the Student Senate in Fall Semester 2014, and approved by the Tennessee Board of Regents in March 2015.
  2. Revenues collected through the Student Government Activity Fee are to be used for the following purposes:
    • Support programs and services offered through the Student Activities Office
    • Provide funding for college Commencement Ceremonies
    • Provide funding for major college events for students (including but not limited to events such as Freshmen Connection, Octoberfest, and Student Awards Night)
    • Support recognized student organizations by providing funding for their regular programming needs
    • Provide funds for Student Senate (including scholarships for Senate President and Vice President) to enhance that organization’s ability to deliver services to students
    • Provide funds for other campus offices and departments to use for co- and extra-curricular activities for students
    • Provide additional scholarships to college students
  3. Definitions
    The following definition shall be applicable to these guidelines:
    1. Eligible Student Organizations: Any organization recognized by Cleveland State Community College in accordance with the procedure set forth in college policy is eligible to request student government activity funds. No organization under any sanction from the college for any reason or which otherwise fails to meet at all times all the initial requirements for college recognition established by college policy shall be an eligible organization. Additionally, an organization found to have abused or misapplied student government activity funds or which violated any procedures or regulations applicable thereto may be found not to be an eligible organization if so ordered by the Student Government Activity Fee Budget Committee (SGABC).
  4. Annual Budget and Appropriations
    1. The Student Government Activity Fee Budget Committee (SGABC) exists as a subcommittee of the college’s Student Life Committee for the purpose of recommending to the Vice President for Student Services (VPSS) the annual budget and allocations of funds from the Student Government Activity Fee. This committee shall consist of seven members: four (4) students recommended by the Student Senate, one (1) staff member from the Student Life Committee, one (1) faculty member from the Student Life Committee, and the Coordinator of Student Activities, who serves as chairperson of the subcommittee.
    2. The Vice President for Student Services (VPSS) shall establish the Annual Budget and allocations for the Student Government Activity Fee based on the recommendations of the Committee, and shall be responsible for administering that budget in accordance with institutional procedures and in consultation with the Student Senate and the Student Life Committee.
  5. Process for receiving requests for funds from Student Government Activity Fees:
    1. Each year in March, the Coordinator of Student Activities shall notify all college students and employees of the process for requesting funding from Student Government Activity Fees for the following year. This notification shall include instructions on making requests and any applicable deadlines.
    2. The Coordinator shall convene the SGABC no later than April 15 of each year to review requests, and shall ensure that the committee completes the review process and makes recommendations for budget and allocations to the VPSS no later than April 30.
    3. All applications must be made on the appropriate form supplied by the Coordinator of Student Activities and contain all information requested therein;
    4. The SGABC and the Coordinator of Student Activities may develop reasonable additional procedures relative to receiving and/or processing applications for student government activity fee funds within the requirements of these guidelines;
    5. An eligible student organization may appeal the denial by the SGABC for student government activity fee funds to the VPSS. There shall be no appeal from a decision by the VPSS to deny the applications for funds to an eligible student organization. The VPSS will hear any written appeal filed within three days of notification of denial by the Budget Committee. Appeals should be filed in the Office of the VPSS.
    6. If funds are available, the Coordinator of Student Activities shall solicit requests for funding again in September and convene the SGABC if needed to consider additional requests for the current budget year.
    7. Requests for funds may be made at any time during the year, if funds are available.
  6. General Guidelines for Budget and Allocations
    1. A minimum of 20% of total funds anticipated should be allocated for Commencement Ceremonies.
    2. Because the Student Government Activities Fee is paid by current students, every effort should be made to allocate all available funds each year.
    3. Allocations for recognized student organizations shall be made in accordance with procedures established by the Student Activities Office in consultation with the Student Life Committee. Each recognized student organization shall receive an equal minimum amount of funds for general operating and programming purposes, and may earn additional funds through a “club rewards program” administered by the Student Activities Office. The club rewards program shall be based on college and community service performed by the organization as well as participation by the organization in Student Senate and other student programs and activities.
    4. Funds designated for use for Student Activities shall be administered by the Coordinator of Student Activities.
    5. Funds designated to assist eligible student organizations shall be administered by the Coordinator of Student Activities and the Vice President for Student Services.
    6. The SGABC may develop additional reasonable criteria to be considered in awarding funds. Additionally, the Committee shall develop procedures relative to the receiving of applications for and the awarding of student government activity fee funds. Copies of these criteria and procedures will be available from the Coordinator of Student Activities.
  7. Regulations on Use of Student Government Activity Fees
    1. No student government activity fee funds shall be used by any person or eligible student organizations for the personal benefit of any of its members, other persons or another organization;
    2. Student government activity fee funds shall not be used to establish petty cash funds;
    3. Student government activity fee funds shall not be used to finance, support or influence voting on any issue currently on a college, local government, state government, or federal government election ballot. Additionally, such funds shall not be used in any manner to influence public opinion or legislation;
    4. If any program funded in whole or in part by student government activity fee funds yields a net profit, that net profit must be returned to the student government activity fee fund. Under no circumstances shall any profit from a program funded in whole or in part by student government activity fee funds be donated to any individual or organization, regardless of whether or not the donee is an on-campus or off-campus entity or is of a charitable nature;
    5. All eligible student organizations receiving funds from the student government activity fee are subject to the regulations and auditing procedures set forth by the student handbook, college procedures, and the rules of the Tennessee Board of Regents.
    6. All ticket sales for a program funded in whole or in part by student government activity fee funds must be conducted through the student activities office, unless the organization is exempted from this requirement in writing in advance by the Vice President for Student Services;
    7. Each organization must complete a program evaluation and expenditure report within ten class days of the completion of a program in which student government activity fee funds were used and deliver it to the Coordinator of Student Activities;
    8. Any organization which is found by the SGABC to have abused or misapplied student government activity fee funds may be ineligible for any further allocations of funds during the remaining portion of the current funding year. Additionally, the SGABC may find the organization ineligible to receive student government activity fee funds during the next succeeding full funding year. After this period, an organization may be considered an eligible student organization by the SGABC upon finding that the organization and its members/officers are of sufficient integrity to again properly manage student government activity fee funds.

Source: TBR Guideline B-060

Revised: January 1, 1993; March 17, 1994; Approved by President’s Cabinet May 5, 2015