The College recognizes and will follow the guidelines documented in the “Killian Outline”*, as most recently updated by the Council for Unions and Student Programs, for the legal use of Services and Activities (S&A) fees. This document has long recognized more flexibility in use of S&A fees than exists for the use of other public funds by colleges.
Statutory authority over S&A fees resides with the Board of Trustees, but students are expected to have significant input into the use of these fees through their involvement in a budgetary process which culminates in a recommended annual budget.
A. ASG Budgetary Process:
The College’s student government will conduct an annual budgetary process which results in a proposed budget for the following academic year’s spending. Such proposed spending should be limited to the S&A revenue projection, as estimated by the Vice President of Finance during the spring term, but expenditures of prior-year reserves may also be proposed. For further information about the Associated Student Government Financial Code, click here: http://www.cptc.edu/pdfs/ASCTPC_Financial_Code.pdf. During the development of the S&A annual budget proposal, the types of expenditures identified in the Killian Outline as “impermissible” should not be proposed as they are considered to either involve “gifting” or because they are not “student activities.”
The proposed ASG budget should be presented to the Board of Trustees for an initial reading no later than at their May meeting with the intent that the budget may be fully approved by the June meeting and can go into effect on July 1 each year. The Board of Trustees approval extends to individual budgets for student committees and specific projects; these budgets may not be transferred between committees or projects during the budget year without an explicit revision request being approved by the Board during the year.
B. Key differences between permissible uses of S&A fees and other public money:
- Trophies, certificates, items of clothing, etc. may be provided to students for participation on a student committee, student government, or a student project, provided that they have earned them, that the item is personal in nature, and of nominal value.
- Food and non-alcoholic beverages may be provided at student events without the documentation and prior approval requirements for other college events. Receipts, proofs of expenditures, and authorizing signatures are required.
- Meals for receptions or awards ceremonies are allowed.
- Costs associated with child care centers for the children of students are allowed.
- Partial subsidization of a student food bank operation is allowed, provided that the food bank benefits only students.
- A legal aid program which provides services to individual students is allowed, provided that the program is not used to institute legal action against the college.
- Scholarships for needy students are allowed on a limited basis. See RCW 28B.10.825 for further clarification.
- S&A fees may be used to fund officially recognized student political clubs or organizations.
- S&A fees may be used to support political speaker appearances on campus.
- Lobbying by the student government is allowed for local, statewide, or national student interests and organizations.
For other permissible expenses and further explanations, see the Killian Outline posted on the State Board for Community and Technical College’s website: http://www.sbctc.ctc.edu/college/studentsvcs/20100208_student_political_issues.pdf.
C. Requirements for posting expenditures for S&A Fees:
RCW 28B.15.045 requires that all information pertaining to services and activities fees budgets shall be made available to interested parties. Annually, by September 30th, the Office of Student Programs and Office of Budget and Finance shall work together to post services and activities fees expenditure information for the prior academic year on the College website.