1. Approve Minutes of 9/20 and 10/2/19

Childers asked if all had a chance to review the minutes of 9/20/19 and 10/2/19, then called for a motion to approve. Melissa motioned, Emily seconded; all approved, none abstained.

2. Student Impact: (discussion)
   1. IRA (Reynolds-Smith and Gamboa)

The IRA subcommittee, which reports to SFAC, was formed to review and administer the IRA process. In its first year, the committee created a qualtrics application so they could capture the same required information for all programs. They wanted more accountability so they could measure the student impact. This continues to be a work in progress.  They will work with SFAC to develop guidelines to help faculty differentiate between course fees and IRA program funding.

IRA Process

There are four permanently funded programs:  Center for Performing Arts, Library Extended Hours, Athletics and Children’s School. Each receives a prescribed percentage of the total revenue from IRA fees (per the 1994 & 2003 IRA Fee Referendums). One IRA goal is to include these programs in their assessment process. For below the line programs, they are getting assessment information from a short period so they are trying to figure out how to implement a second assessment at the end of the year. Other challenges are determining when a program should apply for a course fee and when should they apply for IRA funds. They’ve also created a procedures document so others coming after them can pick up where they left off.

Elias mentioned he served on the IRA committee when the application process was in paper form only and recognized that a lot of work went into the online application. He asked the committee to keep in their thoughts the goal of preparing an annual report when developing a similar process for Course Fees.

Since “above the line” programs (the four permanently funded programs) receive an automatic allocation each year, only “below the line” programs must apply. “Below the line” refers to the percentage of IRA funds that are available for programs other than the permanently funded programs.

Gamboa reviewed the qualtrics online application. Currently only new programs can apply and later they will open it up for existing programs to reapply. Once the application is submitted, the applicant receives a confirmation email and a copy of their application. When they put in their Dep’t Chair email address, the Dep’t chair receives a message that a particular program is applying for IRA funds. Same for Dean and VP, asking if they approve.

There are different categories that funding requests can fall under and these are listed on the Student Affairs website along with the eligibility requirements. In the online application, applicants are asked:

• to explain how their program qualifies under these requirements; 
• the program’s mission so the IRA committee can assess how the mission serves the students;
• how the program directly benefits students, how many students are served and how they are collecting this information;
• how they plan to provide an assessment of the program;
• an excel spreadsheet with the budget line items that they are seeking funding for. They also ask for an all-inclusive program budget to show the full cost of operating the program.
• the course that the program is tied to.

The application process informs the applicant that new programs must also provide a 10 minute presentation, and explains the annual assessment expectation. It also includes a reminder of things you cannot use IRA funds for.

Dickson asked if the committee likes where IRA is going, then we could adopt a similar process. Course fees are different in that you may not get a new course fee for several years. Instructors change. What questions do we need to ask of these programs? SFAC does not have the muscle that IRA has. If they don’t comply with IRA process, they don’t get any funding, but SFAC cannot rescind a course fee. Every course should have a learning outcome. How is the course fee going to enhance the learning outcome for that course? SFAC could develop similar questions of the course fee applicant. The learning outcomes already exist in the syllabi so it’s not a big ask of faculty. The committee could develop a qualtrics form for all course fees to determine why balances are not being spent down, challenges, etc. There are approved ranges for course fees. $0-150 for materials and services, $0-$3000 for field trips.

Could SFAC ask staff to start building a form for both new course fees and existing course fees? There are existing course fees and we’d want to know how is that working, there are requests for fee adjustments, and there are new course fees. Arden asked how much time it might take staff to develop this form. Gamboa replied that it took her all summer to develop the current version of qualtrics. Dickson will give a draft at end of semester. Will give him winter break to take feedback and implement to have ready in Spring. All existing fees would need to fill out the form so we can figure out what’s going on with these.

3. Guidelines for IRA and Course Fees (discussion)

The committee looked at Model UN as an example. Dickson showed their IRA application. It’s a course and collects a $500 course fee. It is also an IRA program and received $19,570. They also have other funding sources. In IRA, faculty travel is not allowed, so these expenses are assumed to be paid for through course fees. 

Students in the School of Social Science are sent an application and 25 students are selected. Dickson noted there is currently no UN club. Required course fees can be covered by financial aid.

The IRA process identifies the 8 categories, and the 4 permanently funded programs. Course Fees have the two categories: fees collected for materials and services, or fees for field trips. The committee could allow for a dual application but set parameters so one funding source covers just one type of expense where there is no crossover of funds. Dickson advised the committee to keep in mind how criteria that SFAC develops may impact other processes.

Dickson will see what other campuses are doing.

Dickson suggested the committee think about primacy, which comes first or do they work in tandem? Keep timelines in mind for both. Fee structures on campuses follow the mood of the campus administration.  Consider how guidelines that are put in place impacts students. Find out what the goals are at other campuses. Model UN markets itself as a prestigious program and it will bring new students to the institution. We need to keep this in mind. IRA committee’s challenge is in deciding how to responsibly spend students’ funds in the most equitable way for the most students. Course fees may only serve students in a particular major.

4. Review Category IV Fees

This item was tabled as time ran out. Will put on the 10/30 agenda. Childers adjourned the meeting at 5:05pm.

Minutes submitted by Sue Hardisty.