Student Technology Fee Procedures & Guidelines

I. Purpose The purpose of this document is to establish general policies, procedures, and guidelines for the allocation and use of the student technology fee revenues at the Medical College of Georgia.

II. Definitions and Abbreviations The following abbreviations and acronyms will be used in this document:

BOR – Board of Regents of the University System of Georgia MCG – Medical College of Georgia MSFC – Mandatory Student Fee Committee STF – Student Technology Fee USG – University System of Georgia

III. Authority

1. These procedures have been adopted by the Mandatory Student Fee Committee (MSFC) of the Medical College of Georgia (MCG) for the purposes stated above. The MSFC is appointed each year by the President of MCG in keeping with Section 704.021, Mandatory Student Fees, of the Policy Manual of the Board of Regents (BOR) of the University System of Georgia (USG).
2. These procedures will be provisionally implemented by the MSFC pending approval by the President of MCG. After the President’s approval of these procedures, changes and amendments proposed by the MSFC will require approval of the President before implementation.

IV. Assessment of Student Technology Fee

All individuals enrolled as students at MCG will pay a student technology fee (STF) each semester of enrollment. The amount of the STF will be established according to the policies of the BOR (Section 704.021, Mandatory Student Fees). The MSFC may recommend to the President changes in the amount of the STF. Any changes require approval by the BOR in accordance with BOR policies and practices.

V. Proposals for the Use of Student Technology Fee Revenues

1. Academic departments and administrative offices/units may submit requests for the use of STF revenues. Only proposals that meet the Guiding Principles for Use of Student Technology Fees and Guidelines for Projects (See section VI of these procedures, below) and have appropriate endorsements will be considered for funding.

1. Proposals from academic departments must have the endorsement of both the department chair and the appropriate dean.
2. Proposals from areas outside of academic departments must have the endorsement of the unit director, the director’s supervisor, and the appropriate vice president or provost.

2. Programs and departments may submit requests for STF funds for portions of larger projects provided that all approvals for other purchases, renovations, and space allocations have been obtained. STF funds may only be used for approved technologies.
3. All requests for STF funding must include an approved IT Purchase Approval(s).
4. Proposals must be submitted using the forms specified by the MSFC. Required forms include:

1. Student Technology Fee Proposal (MS Word format)
2. Budget for Student Technology Fee Proposal (MS Excel format)

5. Proposals for the use of STF funds are to be submitted to the chair of the MSFC. The MSFC will issue calls for project proposals at the beginning of each semester (Fall and Spring) and will establish deadlines for submission of proposals. Proposals received after the deadline will be returned to the originator for submission during a subsequent semester.
6. Approval for STF funding of proposals requires a quorum (50% of the members + 1) of the MSFC. Vote totals will be recorded on each proposal voted on by the MSFC.

VI. Guiding Principles for Use of Student Technology Fees and Guidelines for Projects

1. Guiding Principles

1. The STF should be used to provide information technology equipment necessary to directly meet the educational objectives and improve the educational experience of students at the Medical College of Georgia. STF revenues are not to be used to replace or supplant state appropriations for information technology related to the academic mission of the institution.
2. The STF should be used for academic and instructional technology which provides added value to student learning experiences. STF revenues should not be used in support of administrative services or systems.
3. Use of STF funding does not guarantee that funding for upgrades or replacement will be approved by the MSFC.

2. Guidelines for Projects

1. STF revenues should be used primarily for the direct benefit of students to assist them in meeting the educational objectives of their academic programs. Proposals to improve student access to learning resources are encouraged.
2. STF revenue should be used to assure that there are sufficient campus licenses for student use for primary productivity tools such as those found in the Microsoft Office product suites for discipline specific software. Again, access is encouraged.
3. STF revenues should be used for hardware and network related expenditures that include support of general-purpose laboratories used by students for academic productivity and more discipline related activities.
4. STF revenues may be used for training of students and, to a lesser extent, staff and faculty. Training funded by STF revenues will be free for all students. Faculty and staff may attend on a space available basis and may be charged a nominal fee to attend courses offered primarily for students. Fee revenues for training courses will be administered by the MSFC in accordance with these procedures.
5. STF revenues may be used to leverage other funds where appropriate. Keeping in mind the second guiding principle, there are circumstances where a grant or other or one-time allocation could be combined with SFT revenues to yield greater access or resources for students.
6. STF revenues may be used – with caution – for new staffing that is either temporary or ongoing. Institutions should continue to focus on using the STF to provide added value to the educational experiences of students. Under no circumstances should technology fee revenues be used to fund existing positions that would otherwise be cut from an operational budget, nor should fees be used to fund general computing and networking positions that have a significant administrative or research support component.
7. STF revenues should not be used to fund items that are already funded by fee for service or other mechanisms.
8. Lower priority uses of technology fee revenues include development of software packages, acquisition of one of a kind software or hardware, and products for faculty use in training.
9. STF revenues are not to be used for administrative software or software implementation (such as BANNER), administrative hardware, research equipment, non-networkable specialized scientific equipment, space renovation, or other items or activities that do not have a direct and immediate impact upon students instructional objectives.
10. These “Guiding Principles for Use of Student Technology Fees and Guidelines for Projects” have been adapted from the Technology Fee Guidelines of the Administrative Committee on Information Technology of the University System of Georgia located on the USG Web site (www.usg.edu/acit/library/docs/techfeeguidelines.pdf).

Ver. 1.0, 2003-12-29 Ver. 1.1, Revised by MSFC, 2004-01-09