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Student Technology Fee Procedures

Date of Current Revision:  September 2015

Primary Responsible Officer: Provost or designee

Student Technology Fee Procedures


I. Purpose


Collectively, the students and faculty of University of Central Missouri recognize and acknowledge the following:


•Technological skills developed at the University provide fundamental advantages in career development; and

•UCM has many pressing fiscal needs that make it impossible to maintain a state-of-the-art technological environment for academic programs within the current budget; and

•Student access to current technology in laboratories and classrooms is essential; and

•An annual revenue stream provided through a dedicated Student Technology Fee (hereafter referred to as STF) must be created to provide student access to current technology.


Therefore, to provide general access to current technology, to provide a competitive career development advantage to students who attend University of Central Missouri; and to dedicate sufficient funding to provide this technology, the Student Technology Fee (STF) was created. The fee is not intended to be a “use fee” and therefore is assessed to all students based upon the fee structure identified herein.


II. Policy


The STF concept is based upon a variable fee structure determined largely by each academic college which provides degree-granting programs of study. The UCM Board of Governors has approved the STF in concept. Each College will develop a fee schedule based upon input from their student / faculty constituency. The UCM Board of Governors will approve the fees to be assessed.


III. Procedure


Strategic Planning Within Each College


Each of the Colleges will develop long-range plans addressing future technology and equipment needs as part of the current academic strategic planning process. Some coordination between Colleges relating to future technological needs is encouraged and will undoubtedly result in “economies of scale” on purchases. Also, technology not considered to be state-of-the-art in one College may provide a sufficient degree of functionality in another college or department. Thus, communication of College plans for STF expenditures is encouraged at least on an annual basis.


College Student Technology Fee Committees


Each credit generating College shall establish a College Student Technology Fee Committee (CSTFC) to oversee the administration of the technology fee revenue and expenditures. Colleges are encouraged to develop a rotation system whereby all departments serve on the committee over time. The Dean of each College shall be responsible for committee appointments. The Dean may choose to use a departmental selection process. The Chairperson will be elected from the membership of the College Student Technology Fee Committee but must hold faculty rank.


Responsibilities of the College Student Technology Fee Committee


The CSTFC is responsible for assessing technology expenditure requests and making recommendations to the dean on expenditures. The CSTFC will ensure that extensive planning and communication with students will occur prior to any major commitment of STF funds. Input from students will be requested and considered prior to committee decisions. The College Student Technology Fee Committee shall be responsible for ensuring that the technology fee funds generated for the College are spent according to the College’s strategic plan established. Each year, the committee shall produce a report on STF fees generated and expended. A copy of this report shall be filed with the Provost’s Office for accountability. The Dean of each College shall be responsible for ensuring that fee revenue is expended according to University fiscal guidelines with respect to “academic” fees as well as applicable state law.


Allocation of Funds


Each College Student Technology Fee Committee shall be responsible for recommending a procedure for allocation of funds. This distribution must be approved by the Dean of the College.


Modification of Student Technology Fees


The College Student Technology Fee Committee shall take formal action on any fee increase proposal. Fee changes are recommended to the Provost for action by the President and Board of Governors. The Board of Governors must approve any change in the STF prior to implementation.


Fee Refunds


Requests for refunds will be in accordance with current University policy as published in the General Catalog.


Proposals for Expenditures of STF Revenue


Proposals for expenditures of technology funds shall be solicited by the College Student Technology Fee Committee from each academic department on an annual basis. Members of the Committee are primarily responsible for assessing and communicating departmental needs. In addition, all students having suggestions about laboratory equipment, computers, and other general technology needs are encouraged to bring them to their respective Committee members, department chairs, and/or the Dean’s Office. Laboratory supervisors, graduate teaching assistants, and faculty members are also encouraged to make requests for funding.


It is possible and proper for a College to accumulate and expend STF revenue over several years in order to make large purchases of technology equipment. However, this multi-year purchase must be consistent with pertinent laws of the State of Missouri. Any plans for the carry forward of funds for multi-year purchases must be included in the Annual Report of the College Technology Committee.


Categories of Expenditure of STF Revenue


STF revenue expenditures must be for technology that directly affects student learning. The general categories of allowable expenditures include computer hardware and software, other technology equipment, maintenance of technology, and student hourly compensation.


Computer Hardware and Software

Examples of allowable purchases are:

Scientific laboratory instruments and other related items used in student labs

Computers, hard drives, network cabling and devices, modems, printers

Software licenses and upgrades, computer programs such as compilers

Multimedia products, simulators, graphics packages, diagnostic software

Utility packages, productivity tools, security systems

Membership in vendor academic programs which provide access to technology

Purchase of subscriptions to external resources available via the web

Purchase of Other Technology Equipment

Examples of allowable purchases are:

Scientific laboratory equipment and general laboratory testing equipment

Diagnostic hardware

Art studio and digital music technologies

Maintenance of Technology

Charges for maintenance and repair of technology equipment that fit the general purpose of the student technology fee.

Student Hourly Compensation - This is specifically to compensate students for monitoring / supervising or assisting computer laboratories or other laboratories where a substantial amount of technology equipment has been purchased for student use.


Non-Allowable Uses of STF Revenue

The following are examples of non-allowable uses of Technology Fee Revenue:

Full-time personnel, graduate student assistantships, personnel recruiting expenses

Students working in normal department functions, such as office work or tutors

General furniture or general office supplies

Vehicle rental or travel

Facilities remodeling

Equipment not used by students in order to fulfill academic requirements.

Inappropriate expenditures proposed by the College Student Technology Fee Committee can be vetoed by the College Dean. Justification for any such veto must be provided to the Committee.

All equipment purchased with student fee money will receive a label that indicates the date of purchase and a statement to indicate it was purchased with student fee money.


Technology Fee Assessment


A base technology fee will be charged for each per credit hour of coursework. No distinction is made between resident, non-resident, graduate or undergraduate students. Each College may choose to add a supplemental fee per credit hour for those courses that require heavy use of technology. The College Student Technology Fee Committee must approve supplemental fees for that college.


All fees collected from students in a given college will be transferred directly to that College in an account restricted to STF revenue and expenditure (except for Section VI allocation). Supplemental fees charged to specific courses will track to the department offering the courses.


Support for Centralized Student Computing


In order to support student computing unaffiliated with a particular college (e.g. the university network, open computer labs, the Library, the Honors College, and the Educational Development Center), the Provost may appropriate and distribute up to 30% of the base fee to unaffiliated programs. Unit heads will submit an annual funding request, including justification, to the Provost for consideration. The Provost will keep an annual report on distributed STF funds expended.


Revision History:

Approved by the Provost June 2000.

Revisions approved by the Provost September 2015.

Edited for web links, formatting and plain language. Approved December 2015.

Previously annotated as VII.18. Student Technology Fee Procedures.  Renamed Student Technology Fee Procedures for alphabetical listing, grammar and spell check, and transitioned into policy library April 2017


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