SAFC Annual Allocation Process

Transcription

1 Date Submitted:2/21/ :45 AM Submitted by:kim Scatton SAFC Annual Allocation Process SAFC Annual Allocation Budget Request The Services and Activities Fee Committee (SAFC) formally invites entities to submit requests for annual allocation funding. According to SAFC Guidelines, The annual budget process will be the primary process for recommending the distribution of S&A Fees for the ensuing fiscal year. Program and budget proposals considered during the annual budget process will be to fund general annual operating costs necessary to run an organization, department, or service. Annual budgets will not include capital expenditures or planned expenditures for specific events or activities, with the exception of the SAB. For specific criteria and timelines, please refer to the SAFC Policies and procedures available online at: Your presence may be requested for a brief presentation and for possible questions by the committee. The SAFC Chair will contact those submitting proposals to notify them of meeting date(s) and time(s). Department Name Student Engagement Contact Name Kim Scatton Address kscatton@uw.edu Phone Number Requested amount 496, Do you have approval from your department supervisor to submit this proposal? Yes Provide a general statement of the services provided by the department/organization and what this request will fund in (Limit 500 words) Working with student groups such as the Associated Students of the UW Tacoma (ASUWT), Student Activities Board (SAB), Volunteer Services and Spring Breakaway, Registered Student Organizations (RSOs), Student Publications (Ledger, Tahoma West), and Recreation and Fitness programs takes many hours of dedicated attention from advisers, supervisors, and student staff. Each position within Student Involvement serves a specific purpose in its function. A short description of the role and its scope has been provided: Student Facilities Specialist: This professional position works primarily with Recreation and Fitness programs, and is assisting with the development of the University Y Student Center. Student Leadership Specialist: This professional position works primarily with ASUWT student government, the LEAD Certificate program and assists with community development and training programs. Student Services Specialist: This professional position works primarily with volunteer services, alternative spring break and assists with civic engagement. (This is a new half time position)

2 Student Programs Specialist: This professional position works primarily with Student Activities Board (SAB), Hendrix the Husky, and with the Welcome Days Program. Student Publications Manager: This professional position works with both the Ledger staff and Tahoma West Program Coordinator: This classified staff position provides for the office processes including budget tracking, contracts and purchase orders, student personnel issues, scheduling, processing contracts, etc. Assistant Director of Student Involvement: This professional position supports both the Student Program Specialist and the Student Publications Manager. This position is responsible for the coordination of the Student Conference and Event Fund, as well as Welcome Days programs, larger programming initiatives of Student Involvement, and the development of resources for all Registered Student Organizations. Student Desk Assistants: These student positions take on daily functions such as postings, updating websites advertising, assisting with marketing and office projects. Student Marketing Assistant: This student position provides resources to develop promotional materials for student programs, and coordinates the SI411, social media sits and television advertising. Hendrix & Handler: These positions aid in the sustained growth of UW Tacoma spirit through appearances at various campus and community events. This proposal is seeking additional funding in the following areas: - The addition of a half time professional staff to serve as the professional who will work primarily with volunteer services, alternative spring break and assists with civic engagement. - The addition of student front desk assistance starting in January 2015 for the new University Y Student Center, the student activities spaced will be staffed from 8am 9pm in order to best accommodate student needs and access to the facility. - The addition of office supplies to needed in the new University Y Student Center slated to open in January This proposal continues to seek support for general operation costs which are based off of the monthly phone and service charges and the needs for office supplies, copies, etc. Also, to continue the tradition of a student recognition event (i.e. OSCARs) to recognize the achievements of the UW Tacoma student leaders, funding will cover costs for awards, certificates, cards, and the general end of the year celebration for student recognition. Welcome Days programs are held at the beginning of each quarter to engage both new and continuing students with the campus community. Describe your departmental/organizational goals for the current program year ( ), and any outcomes data you have on those goals thus far. (Limit 500 words) Student Engagement has been participating in a yearlong development of our Mission, Vision, Values and Goals. We are working within the scope of the Division of Student and Enrollment Services plan of 7000 students in the upcoming seven years. Goals for the academic year are intertwined with our seven year strategic plan. Although the current goals are in draft stage, the Department of Student Engagement is committed to the following areas of growth: 1. Student Engagement develops student knowledge, skills, and competencies which compliment all aspects of learning within the UW-Tacoma community. Outcomes - Establish learning objectives for all programs; Implement the Community Engaged Leadership certificate program and the LEAD Certificate Program. 2. Build a community that will foster a culture of engagement that is inclusive of the diverse student needs, perspectives, and experiences. Outcomes - Continue plans to establish a student center, to provide an environment to facilitate student engagement; Expand involvement through increasing student membership in committee, and volunteer positions. 3. Student Engagement develops programs and services in partnership with the community, campus, and among student groups. Outcomes - Focus on partnering with academic programs and enhance community partners. Each programming area continues to pursue at least one community partner. 4. Student Engagement ensures that programs and services are modeled on best practices, CAS and professional standards, and peer and aspirational institutions. Outcomes - Take an active role in appropriate affiliations at the local, regional, and national level; Develop a communication plan to share data on a regular and ongoing basis. 5. Encourage and challenge students to explore new initiatives that can impact our community. Outcomes - Increase information and resources available on the website, in an effort to be more efficient, transparent, and sustainable.

3 How many students utilize your services, and how does that compare with the prior two years? (Limit 200 words) In , our programs and facilities were used over 7,000 times by faculty, staff and students. In , programs and facilities were used over 9,800 times by faculty, staff and students. Programs and services continue to increase, as we served over 10,600 students, staff and faculty during the academic year. In , programs, services and facilities were accessed over 18,300 times by faculty, staff and students. For the current year, our programs and services are on pace to exceed last year s totals. We have also started tracking usage in the DawgHouse in the Mattress Factory, which saw 9,018 visitors in the Fall 2013 Quarter. What mechanisms do you have in place to collect feedback on your services and how have you used this assessment data to improve services? (Limit 500 words) Every associated program and service utilizes a variety of evaluation methods to assess our services. We use card readers to collect attendance data at sponsored programs, and student coordinators are required to complete post-program reports on all events. Recreation and Fitness has implemented a survey card process this year, and the staff have been actively working to collect student input. ASUWT has implemented a number of catalyst surveys to collect student opinion, as well as hosting open public forum events to assess student needs. Volunteer Services utilizes reflection activities to assess student learning in conjunction with all of their programs. All of this data is then utilized by the staff to evaluate programs and services, make necessary adjustments, and allocate resources to support critical areas. Student Engagement has developed an assessment instrument to evaluate learning objectives associated with the student leader training program. A pre-assessment was administered at the beginning of training in August, along with a free write on the student s perspective on leadership with subsequent assessments administered at the completion of different stages of training. This information will be used to further develop and structure future training programs. How do proposed services match the core values/mission of your department and the university? (Limit 250 words) Student Engagement empowers students through programs that inspire leadership and responsibility in order to enhance the campus experience. This is our mission statement that guides and informs our work. All of our services are focused on empowering student leaders; through training that develops their skills and understanding, advising their work as they navigate policies and procedures, to providing resources that are necessary for students to pursue and enact their own vision for the campus. Students have the opportunity to not only get involved in our campus community, they have the ability to shape and determine what the campus experience is for our community. What are the most meaningful benefits of your services to students? (Limit 250 words) Possibilities can become realities. The programs and services of Student Engagement exist to help create a vibrant campus community. But it is the student ideas, energy, and creativity that really can transform our campus. It is incredibly meaningful to see the very seed of an idea start to take shape. Other students get involved, plans start to develop. An idea is generating momentum. Then the plans become a reality. There are numerous examples all around campus of the significant work that students have developed to make our campus a community. Required: Please use the followingexcel Spreadsheet ( template to complete your Annual Allocation Budget. The template includes an example of what a budget could look like, but enter only the pertinent information for your program. If you do not have a request in one of the given categories, simply enter "not-applicable" in the narrative column and "$0" in the amount column. If you are unable to open the above spreadsheet, please use the following link: Uploaded File: SE_14-15_SAFC_Budget_Template.xlsx If the program/service was previously funded by the SAFC, please use the SAFC Budget Summary Template ( and attach a budget summary of current expenditures, encumbrances, and revenue. If you are unable to open the above spreadsheet, please use the following link:

4 Uploaded File: SE_14-15_SAFC_Budget_Summary_Template.xlsx

5 Next Steps The SAFC will review all submitted proposals and may request a presentation from applicants to further detail proposals and answer questions. Allocations to fund operating budgets are valid and available for expenditure during the ensuing fiscal year only. All unspent and unencumbered funds, at the end of each fiscal year, shall revert to the Contingency fund and shall be carried forward to future allocations. The Committee will release a preliminary program and budget allocation recommendation by late spring quarter. An appeal of the committee's decision on any specific budget request may be made. An appeal must allege a violation of the State Constitution, applicable state laws, applicable university regulations or a misrepresentation of the facts that may invalidate the allocation.the Committee will respond to all allocation appeals in a timely manner. The Committee Chair shall transmit the final annual budget recommendations of the committee with supporting documentation to the Chancellor by mid-may. Any change in the intent of an approved allocation that alters its objectives as originally described and appropriated must have the approval of the Committee before any change occurs. The Committee may place stipulations on the use of funds and/or recommend guidelines in the operations of a program as long as they are in compliance with univerisity policy, state, and federal law. By checking this box, you are confirming that you have read the above and agreed to the SAFC guidelines as well as any terms and conditions implied in this proposal including those imposed by the University of Washington Tacoma. As this document is an offical proposal for funding, you understand that you must follow all of the guidlines as listed above. By submitting this proposal for funds, you also understand that by not following the guidelines, policies, and procedures of this request, your proposal may not be funded in full or part. Any questions regarding this proposal can be directed to Dean Kelly, compliance officer for SAFC, atkellyd@uw.edu (mailto:kellyd@uw.edu). Selected ** Your proposal is not complete until you click next below and press submit ** To view your submissions and their status, please visit "My Involvement" and then "Submissions". Proposals will not be "approved" until all arrangements are made. Press the NEXT button below to submit your proposal. -->

6 SAFC Budget Form Template * The SAFC committee has the authority to make recommendations or stipulations * See the Legend below for brief descriptions of what belongs in each budget category Amount Category Narrative Requested Personnel Assistant Director of Student Involvement $ 53, Student Facilities Specialist $ 47, Student Leadership Specialist $ 42, Student Programs Specialist $ 42, Student Support Specialist $ 21, Student Publications Specialist $ 27, Program Coordinator $ 40, Student Desk Assistants $ 54, Student Marketing Assistant $ 6, Hendrix the Husky and Handler $ 6, Fringe Benefits Professional Staff- ($234,750 x 34% benefits = $79,815) $ 106, Classified Staff- ($40,704 x 37.7% benefits = $15,346) Student Positions- ($67996 x 16.5% benefits = $11,220) Travel and Professional Development $ 11, Training Supplies/ Operations Phone, Long Distance, Copy Services, Creative Communication, Office Supplies $ 12, Events/ O.S.C.A.R.S. Student Recognition Event - May 2014 $ 7, Activities Welcome Days Programs (Fall, Winter, Spring Quarters) $ 5, Other Marketing Materials $ 4, Dell Desktop Computers and associated hardware for Univ $ 6, Y Facility Total 496, $ Personnel (Staffing) Fringe Benefits (Medical, dental, etc ) Professional 34%, Classified 37.7%, Student hourly 16.5% Travel and Training (Conferences, mileage, training, etc...) Supplies (General consumable office supplies) Equipment (Includes durable non-technology office equipment, i.e... Furniture, cabinets, etc ) Events/ Activities (Org activities including set up, take down, event fees, etc) Other (Other misc costs such as copying, phone, fax, membership, outreach, etc )

7 SAFC Budget Summary Template * The SAFC committee has the authority to make recommendations or stipulations to your budget request. * See the Legend below for brief descriptions of what belongs in each budget category Category Award Amount Expensed Encumbered Balance Personnel $294,955 $163, $131, $0.00 Fringe Benefits $93,992 $51, $41, $0.00 Travel and Training Supplies Equipment Events/ Activities $12, $2, $10, $0.00 Other $19, $13, $6, $ Total $ Personnel (Staffing) Fringe Benefits (Medical, dental, etc ) Professional 34%, Classified 37.7%, Student hourly 16.5% Travel and Training (Conferences, mileage, training, etc...) Supplies (General consumable office supplies) Equipment (Includes durable non-technology office equipment, i.e... Furniture, cabinets, etc ) Events/ Activities (Org activities including set up, take down, event fees, etc) Other (Other misc costs such as copying, phone, fax, membership, outreach, etc )