Part 1. Definitions
Student organization. Those clubs and organizations that have been formally recognized by the campus student associations described in Minnesota State Board Policy 2.1.
Student life/activities. Student life/activities are those activities consistent with M.S. 136F.01, subd.5. Those programs may include but are not limited to choir, band, theatre, student newspaper and literary publications, intramural, athletics, student clubs and organizations.
Part 2. Student Life Committee.
- Establishment and membership. Each college or university shall have one or more student life/activity committees, as appropriate. The campus student association(s) may serve in this capacity. The campus student association(s) shall appoint the student members of the student life/activity committee(s). The campus student association shall establish the membership structure of the student life/activity committee, and at least two-thirds of the membership must be made up of students.
After consulting with the president or designee, the campus student association(s) may review and amend the membership structure of the student life/activity committee to take effect in the next academic year.
B. Committee responsibility. The student life/activity fee committee(s) at each college and university shall develop and monitor all budgets and expenditures funded by these student life/activities fee within the guidelines of system and college or university policies and procedures. (See Policy 5.11 and Procedure 5.11.1) The committee(s) shall annually recommend the amount of the fee for the ensuring year, recommend the allocation of revenues, and propose policies and procedures for administering the student life/activities budget. The committee(s) shall present the student life/activities budget, including the amount and procedure for the collection of fees and allocation of revenues, to the student senate for review and recommendation to the college or university president for approval. Compensation for student leaders shall be recommended by the committee(s) and may include tuition waivers or stipends funded by the student activity fee. The president of that college or university shall approve, reject or modify the fee and budget, and authorize the collection of a student life/activities fee at that campus. The committee(s) shall be consulted on any modification to their recommendations prior to implementation. The committee(s) may agree to provide funds for its support.
C. Budget preparation. A schedule shall be established jointly to ensure that the budget plan for student life/activities will be presented for action in the spring. The schedule must provide sufficient time for the campus student association and the college or university to conduct a campus referendum for any proposed student activity fee increase of more than two percent relative to the previous academic year (Minn. Stat. § 135A.0434).
- At the beginning of the annual budget preparation process, the college or university administration shall provide the committee with a copy of the previous year’s financial statement, current year-to-date budget and financial statement with pertinent regulations and policies.
- Supplemental budget information, including process notes and explanations, shall be provided at the request of the student life committee.
- The student life committee(s) shall present the student life activity budget, including the fee amount and allocation of revenues, to the campus student association(s) for review.
- The association(s) shall make recommendations to the college or university president for approval.
- A campus student association shall review and may recommend new funding requests or modifications during the academic year and submit the revised funding recommendation to the president for action.
- (ARCC) Requests to change a currently approved budget shall be reviewed by the student life committee.
- Funding decisions must be made in a viewpoint-neutral manner, meaning that funding decisions cannot be based on the particular group’s point of view.
- Student life/activity fund balances shall have carry-over authority into the next fiscal year.
- (ARCC) The Student Life Committee may establish a Student Life contingency budget to consider new funding requests throughout the year.
- Campus student government. The student/life activities fee shall fund a student government on each campus.
- Use of Funds. The student life/activity fee shall fund only activities included under Minnesota Statutes 136F.01 Subd. 5, consistent with appropriate use and commonly accepted business practices.
The college or university president or designee and the campus student associations(s) shall jointly establish guidelines on appropriate business practices for expenditures from the student life activity fund.
Student life/activity fees shall not be used to fund:
- Purchase of alcohol
- Donations to college or university foundations or other external charitable organizations.
- Scholarships or grants to individuals
Student leader tuition waivers and/or stipends must be funded by the student life activity fund upon recommendation of the campus student association and approval by the president. The college or university shall determine whether to withhold taxes from funds granted to student leaders.
The student life committee may agree to provide funds for its own support through the student life activity budget process.
Part 3. Management of Student Life/Activity Fee Allocations
- Student organization accounts. Each college or university shall provide the fiscal management of student organization accounts. A student organization that receives allocations of student activity monies shall deposit and expend all allocations through an account within the college or university activity fund. Student organizations that do not receive student activity allocations may establish an agency account at the college or university’s discretion. (ARCC) A student organization shall provide for the fiscal management of student organization accounts. Student activity fees will include all direct costs for personnel and non-personnel, and may include mailing, printing and travel.
B. Annual report.Each college and university shall prepare a student life/activity fee annual financial report. The report shall be available to interested parties and provided to the campus student association. Upon request of the local student association, that college or university shall conduct a biennial audit of its student life/activity fund which shall be made available to interested parties. The cost of these audits shall be borne by the college or university student life/activity fund.
C. Authority for expenditures.Expenditures for student activities from these funds shall be available for activities recommended by the campus student association or student life committee. The president of the college or university shall authorize the expenditures. Changes of any expenditure shall be conveyed to the student life committee and the campus student association.
D. Reserves. Reserves may be established and their status shall be annually reported to the student life committee. Expenditures from these reserves shall occur only after receipt of a recommendation from the committee. Interest accrued from the investment of such reserves shall be credited to the particular account(s) for which the reserves are maintained. The committee may review and make recommendations regarding the investment policy for reserves.
Part 4. Evaluation Criteria
The Student Life Committee will provide students with a comprehensive, balanced student life program to meet the diverse needs of students. The committee will develop a budget process including but not limited to the following criteria:
BENEFIT TO STUDENTS
- Contributes to a proactive student-centric attitude
- Support for academic programs and other academic related activities
- Provides leadership opportunities to students
BENEFIT TO COLLEGE AND COMMUNITY
- Enhances the vibrancy, reputation, and identity of the college
- Number of people from surrounding communities who attend activities and develop affiliation with the college through activity
- Promotion of activity to the college and surrounding communities (e.g., quality of promotion, vehicles of promotion)
- Number of college students and staff who attend activity
- Service provided to the college
DIVERSITY AND INCLUSION
- Appeals to a wide variety of students
- Fosters a culture of caring and mutual respect
- Services made available to assist students with diverse needs
NUMBER OF STUDENT PARTICIPANTS
- Number of student participants involved
- For activities with limited space, number of students who audition will also be given consideration
COST FOR ACTIVITY
- Overall cost including personnel and non-personnel expenses
- Cost per student participant
Part 5. (ARCC) Adding/Dropping/Expanding Activities
Consideration for adding/dropping/expanding activities will be considered as per college Policy 2B.4 Approval to Add or Drop Activities.
Adoption date unknown
02.2017 Technical changes, MnSCU to Minnesota State
09.2017 Added language (Part 2E) to comply with Minnesota State Board Policy 2.8.1 regarding use of funds
04.2018 Updates and reordering of items in Part 4
01.2021 Updates to align with revisions in Minnesota State Board Policy 2.8 Student Life.