Technology Fee Code

Raising and expending this fee has the objective to provide on-going support for technologies impacting campus life, instructional delivery, and student access and learning. To that end the LWTech Associated Student Government (ASG) Executive Board will develop and maintain processes for stewarding the fee with the intent to positively impact technological development that will help students:

1. Use current technology as found in the workforce.
2. Maintain classroom technology for access to instructional delivery.
3. Gain access to technology that enhances learning.
4. Enhance learning about technology.
5. Improve students’ technological skills.

Section 1 Source of Funds

1. The governing board of LWTech, upon the written agreement of the ASG Executive Board, may establish and charge each enrolled student a technology fee separate from tuition fees.
2. The LWTech Executive Administration and the ASG Executive Board shall ensure that student fees for technology are not duplicative of other collected fees.

Section 2 Fund Development

1. Prior to the establishment of the LWTech technology fee, the LWTech governing board shall provide to the ASG Executive Board a list of existing fees of a similar nature or for a similar purpose.

Section 3 Use of Funds

1. Revenue from this fee shall be used exclusively for technology resources for general student use and not for academic program budgets and be kept in 522 accounts in accordance with applicable college polices, state and federal law.
2. When authorized and approved in a manner consistent with this code, technology fee revenue may be used for:
   1. Instructional delivery, WiFi technology, hardware purchases, software purchases, campus improvements, improvement of student’s access to use of technology, and other expenditures that fulfill the purpose and objectives of this code.

Section 3 Limitations

1. Further limitations will include: Salaries of professional employees in tenurable positions, administrative exempt personnel, permanent classified and part-time classified employees, civil service employees and stipend employees.
2. In accordance with state guidelines, technology fees should not be used to fund programs, services, events, or activities for non-students and/or prospective students.
3. Fee expenditures should not be used to fund programs, personnel, office supplies, facilities equipment and maintenance covered within the State Board allocation model.
4. Fee expenditures shall not be used in a manner which may violate the LWTech Non-Discrimination statement or other college policies.
5. Fees will not be used to support activities from which an individual or organization will derive private material gain, unless such activities clearly serve educational objectives and when the activities are conducted under the sponsorship or at the request of a department or student organization.

Section 4 Accounting and Reporting Responsibility

1. It shall be the responsibility of the Director of Financial Services (or designee), under the direction of the Vice President of Administration, to maintain proper accounting of financial transactions of all technology fee monies and to provide monthly reports to the administration, budget managers, students, and other interested parties upon request.
2. Separate accounts shall be kept on each activity or program.

Section 5 Expenditure Plan

The ASG Technology Fee Budget Committee, with approval from the ASG Executive Board, shall approve the annual expenditure plan for the fee revenue. That expenditure plan will then be recommended to the LWTech Executive Board for inclusion in the college’s annual budget development plan.

Section 6 Fee Termination

Annually, the ASG Executive Board may abolish the fee by initiating a vote of the student body. In the event of such a vote, the ASG Executive Board shall notify the LWTech Board of Trustees. The fee shall cease being collected the term after the student body passes a majority vote to cease the fee. The vote is carried by a simple majority of those student votes.

Section 7 Changes to the Fee

The ASG Executive Board may determine a change to the fee is necessary. In that event, the ASG Executive Board will initiate a vote of the student body to pass a change to the amount charged to students. The vote is carried by a simple majority of those student votes. The ASG Executive Board will notify the LWTech Board of Trustees of proposed and final changes.

Section 1 Purpose

When approved by the Board of Trustees, the technology fee budget becomes the official spending plan for the LWTech ASG Executive Board and LWTech for the fiscal year. The technology fee budget shall:

1. Promote the general welfare of the student body, provide access and support to the internet and world wide web, email, computer and multimedia work stations and laboratories, computer software, and dial-up telephone services.
2. Provide and improve student access to use of technology, provide continuity for existing programs, and provide options for developing a variety of technology solutions to enhance student learning.

Section 2 – Revenue Estimates

1. Estimates of income into the 522 Fund will be made by the Vice President of Administrative Services in consultation with the Vice President of Student Services, and the Director of Student Programs and Director of Information Technology.
2. This revenue estimate will be the basis for the budgeting process for the coming fiscal year.
3. Revenue estimates will be based on the number of students projected to enroll for the forthcoming fiscal year (or based on current year’s enrollment).
4. No adjustments will be made to increase/decrease revenue levels after estimates have been made unless authorized by the Vice President of Administrative Services in consultation with the Vice President of Student Services, and the Director of Student Programs and Director of Information Technology.

Section 2 – Technology Fee Budget Committee

1. The Technology Fee Budget Committee will annually develop a spending plan for the purposes and objectives outlined in this code. The purpose of the Technology Fee Budget Committee is to
   1. Review and approve the annual technology fee budget.
   2. Review and approve proposals for special projects to be funded with technology fee funds.
   3. Monitor and evaluate information technology services to students and recommend action to improve/expand services.
   4. Work with the Director of Information Technology on information technology planning.
2. The committee shall constitute the following members:
   1. One ASG Executive Board member (standing member)
   2. The ASG Finance Officer (standing member)
   3. Three students not members of the ASG Executive Board (standing member).
   4. Director of Information Technology services who is an non-voting, ex-officio member
   5. Director of Student Programs who is an non-voting, ex-officio member
   6. Two non-faculty employees of any classification, only one of whom may be from Information Technology staff.
   7. Two faculty members appointed by the ASG Executive Board upon recommendations from the Vice President of Instruction.
3. It is recommended that committee members represent different programs and instructional divisions.
4. The committee shall meet in regularly scheduled sessions in accordance with the published calendar and formal motions shall be duly recorded.
5. A quorum of at least four (4) students and one (1) faculty/staff committee members must be present to conduct official Technology Fee Budget Committee business.
6. Technology Fee Budget Committee Members
   1. Duties of Technology Committee Members
      1. Attend all scheduled meetings and trainings
      2. Conscientiously read and engage with submitted budget requests and participate in the evaluation of Technology Fee Budget Development Process.
      3. Commit to membership of the Technology Fee Budget Committee though June 30th of the current academic year.
      4. Complete all tasks assigned during Technology Fee Budget Committee Meetings.
      5. Serve as a responsible steward of Technology Fee Funds use.
   2. Duties of Technology Fee Budget Committee Chair
      1. Fulfill all duties of a Technology Fee Committee Member.
      2. Guide the direction and content of Technology Fee Budget Committee meetings.
      3. Develop the trainings, agendas, logistics, and announcements for Technology Fee Budget Committee meetings.
      4. Meet weekly with Director of Student Programs to plan and evaluate the Technology Fee Budget Committee process.
      5. Formally present the Technology Fee Budget to all review groups and the campus Board of Trustees as needed.
      6. In collaboration with the Director of Student Programs serve as the leader/spokesperson for the Technology Fee Budget Committee to the campus community and other interested parties.
   3. Opening to the Technology Fee Budget Committee during the Technology Fee Budget Development Process.
      1. Open student positions will first be made available to any students.
      2. Unless quorum is in jeopardy, openings in the Technology Fee Budget Committee will not be filled after the committee’s review of budget proposals, nor will the committee’s work be delayed in order to fill openings near the time of preliminary balance development.
7. All information pertaining to Technology Fee budgets shall be made available to interested parties.
8. The Technology Fee Budget Committee is a recommending body only. The initial responsibilities for proposing budget levels, prioritizing capital expenditures, setting budget stipulations, and adjusting budget requests to the yearly budget allocation shall reside with the committee. The committee shall provide an opportunity for all viewpoints to be heard.
9. The Vice President of Student Services or Vice President of Administrative Services shall review the recommended budget and publish a written response if the budget to be presented to the Board of Trustees is different than that recommended by the Technology Fee Budget Committee. This response shall outline the areas of difference between the committee recommendations and the administration’s proposed budget recommendations. Before adoption of the final budget, the governing board shall address areas of difference between the committee recommendations and the administration’s budget recommendations. A student representative of the Technology Fee Budget Committee shall be given the opportunity to reasonably address, in a good faith effort, the governing board concerning any differences.

Section 3 Budget Development

To facilitate the handling of budget requests and the development of the budget, the following dates are provided as guidelines for a timely process:

• Fall Quarter Technology Fee Budget Committee Chair Selected, Faculty/Staff Committee Members selected. Notification to financial Services requesting Technology Fee revenue estimate by February 1st.
• January 15 - February 1 Budget request forms will be distributed to currently funded programs and other interested groups or organizations. Request forms should reflect the planned program for the activity in the next fiscal year.
• February 1 Revenue estimate provided to Technology Fee Budget Committee.
• February 2 - February 15 Request forms are submitted to the Student Programs Office to be compiled and a master budget request prepared.
• February 16 - March 15 Budget Committee convenes for budget presentation(s) and budget development. Open hearings will be held for organizations to have the opportunity to voice their support of particular programs or areas.
• April 15 - April 30 Final budget development by Technology Fee Budget Committee forwarded on to the College Executive Staff.
• May 1 - May 15 Administrative Review of the Proposed Final Technology Fee Budget and first Consideration of the Technology Fee Budget by the Board of Trustees at their May meeting.
• June 1 - June 15 Adoption by the Board of Trustees. Review and submission of Technology Fee financial code revisions by the Technology Fee Budget Committee at their June meeting.
• July 1 Adopted budget shall be in effect.

Section 4 – Budget Amendment

Requests for changes to the budget after Board of Trustees approval are presented to the ASG Executive Board. If the ASG approves the proposal, the Vice President of Student Services presents the proposal to the College President or Board of Trustees, as appropriate, for approval.

Section 5 – Responsibility for Accounts

1. The general responsibility for proper management of account and set budgetary levels will rest with the Director of Student Programs and Director of Information Technology.

Section 6 - Fund Balance

A fund balance account is maintained for the purpose of assuring the integrity and continuance of technological services for students. All remaining unspent service and activity fee monies shall, at fiscal year-end, revert to the technology fee fund balance.

1. Fund Balance: This account shall be maintained at 5 percent (5%) of the previous year’s annual technology fee fund and shall be used in cases of disaster, calamity, catastrophe, and/or cases of revenue shortfalls. Fund balance will be used in accordance with the above-stated philosophy of fund use, primarily to enhance the learning experience of students on campus either through capital improvements or program augmentation. Monies will be released from the account only after a two-thirds vote of the Associated Student Government Executive Board and upon the approval of the Vice President of Student Services.
2. Contingency Account: This account should be 2% of the annual budget. This account will be available for specific groups or organizations to make requests for unexpected costs or the development of innovative programs. Requests must be submitted to the LWTech ASG Executive Board and approved with a majority vote in a timely manner.

Section 1 General

The procedures set forth in this Code shall be followed for the expenditure of funds from the accounts under the jurisdiction of the Associated Students of Lake Washington Institute of Technology. These procedures are designed to account for funds and to authorize expenditures within the accounts.

The procedures for the acquisition, inventory, or disposal of goods and services shall be in compliance with the policies, regulations, and rules under which the Purchasing department manages the acquisition, inventory, and disposal of college property.

Expenditures and encumbrances shall be made from a budget(s) only when officially approved and adopted in a manner consistent with this code.

1. Purchase Requests: All requests for purchase(s) to be made from the accounts in the budget shall be initiated by the person(s) having budget responsibility. Upon signature of the appropriate budget manager and appropriate authorized staff, as outlined on the college’s budget authority list, the request shall be forwarded to the Purchasing Office.
   1. Request for purchase shall be made on a purchase requisition form signed by the person(s) having budget responsibility. This form is then presented to the appropriate authorized staff member for approval.
   2. Purchased items are forwarded to the office requesting the purchase.
2. Reimbursement: Reimbursement for personal funds expended should not be expected without prior approval of a budget manager. Additionally, budget managers cannot approve expenditures beyond their budget allocation. Proper planning will make it unnecessary to use personal funds for a purchase.
   1. Reimbursements will follow all petty-cash handling rules as outlined by the Vice President of Administrative Services.
   2. Personal funds of $50.00 or less may be reimbursed, if prior approval is received.
3. Advance Payment: It may be necessary to request funds in advance of the services to be performed. Advance purchases must follow state and college guidelines. Advance of funds is to be strictly controlled and is not intended to take the place of the regular ordering procedure in the purchase of supplies. A request for an advance payment must be submitted to the Business Office within 2 weeks of requiring a check.
4. Reporting of Expenses: The person(s) assigned account responsibility is responsible for the proper disbursement of funds when advance payment has been made. Unexpended funds are to be returned to the Business Office upon return of the group.

Section 1 Responsibility

Approval for all contractual agreements pertaining to delivery of service for technology must follow college and state guidelines and are the responsibility of the budget manager with final approval by the Vice President for Administration. Contracts are only valid when signed by the Vice President of Administrative Services. Contracts not signed by the Vice President of Administrative Services are considered invalid. Responsibility for payment of invalid contracts rests with the individual(s) making the contract and may not be paid from public funds.

Article VI Amendment Procedure

Proposed amendments to this Code may be submitted from the Technology Fee Budget Committee for consideration to the Director of Student Programs and Director of Information Technology. The Directors of Student Programs and Information Technology, respectfully, shall review and submit their recommendation back to the Technology Fee Budget Committee along with the proposal to the Vice President of Student Services and Vice President of Administrative Services. Following the Vice Presidents’ review and favorable recommendation, the proposed amendment will then be returned to the Director of Student Programs for insertion into the Code.