Administrative Policies and Procedures Manual - Policy 1310: Student Fee Review Board Policy
Date Originally Issued: 12-03-1996
Revised: 10-16-1998, 08-23-1999, 01-01-2001, 06-24-2003, 08-01-2006, 01-17-2013
Subject to Change Without Notice
Authorized by Regents' Policy 4.7 "Tuition and Fees"
There are four (4) components of the mandatory tuition and general fee rate paid by all students: tuition, facility fee, student activity fee, and student government fee. Taking into consideration the recommendations of the University President, the Board of Regents annually approves both the total tuition and fee rates paid by the various categories of students and the individual amounts for each component.
Revenue generated by the student activity fee is used to support a variety of student activities that enhance the academic and intellectual environment at UNM. The activities funded by the student activity fee should advance student learning and support the mission of the University. Units that receive funding are expected to ensure that student activity fee funds are spent in a manner consistent with the stated purpose for which the funding was provided. The University encourages student participation in the deliberations about which student activities and organizations should receive support from student activity fee revenue.
The role of the Student Fee Review Board (SFRB) is to recommend student activity fee amounts and allocations to the Strategic Budget Leadership Team (SBLT). The SFRB acts as a joint committee of the Associated Students of the University of New Mexico (ASUNM) and the Graduate and Professional Student Association (GPSA) and functions through student action and with the advice of both faculty and administration representatives.
2.1. Student Activity Fee
The student activity fee is the per-student portion of the mandated general fees used to support a variety of student activities. It does not include the student government fee, which is a fixed dollar amount approved separately by the Board of Regents for ASUNM and GPSA.
2.2. Student Activity Fee Revenue
Student activity fee revenue is the total amount available or projected to be available from the student activity fee, based on enrollment.
2.3. Unit Allocation
The unit allocation is the amount (dollars and cents) of the per-student activity fee designated for a specific purpose by a unit.
2.4. Term of Office (Term)
The term of office of an appointed member or alternate of the SFRB, except for a person filling an unexpired term, is the period of time that begins with the appointment of the member, as provided in this policy, and ends with the end of the term of the ASUNM or GPSA official making the appointment or the official's successor in the case of two-year appointments.
A “unit” for the purpose of this policy is a University department, division, organization, or program partially funded by student activity fees or seeking funding from student activity fees. Chartered student organizations are not eligible to receive funding from student activity fees.
2.6. 21-Day Statistics
The 21-day statistics are the official enrollment figures that will be used to estimate student activity fee revenue, on a semester-by-semester basis. Actual revenue (which includes adjustments to 21-day statistics) will be posted to individual revenue accounts at the end of each semester.
3. Student Activity Fee Recommendation and Approval Authority
3.1. Board of Regents
The Board of Regents shall approve any change in the total amount of the student activity fee.
3.2. University President
Taking into consideration recommendations of the SFRB and the SBLT, the President shall:
- recommend to the Board of Regents any change in the total amount of the student activity fee;
- approve annual unit allocations of the student activity fee; and
- approve expenditures from the Reserve Fund.
3.3. Strategic Budget Leadership Team
The members of the SBLT represent the major constituencies of the University including students, staff, faculty, and the administration. The President has authorized the SBLT to:
- act as an intermediary between the SFRB and the President; and
- recommend student fee amounts and allocations to the President.
3.4. Student Fee Review Board
The SFRB makes annual recommendations to the SBLT regarding:
- any change in the total amount of the student activity fee; and
- annual unit allocations of the student activity fee.
In addition, the SFRB may, at its discretion, recommend expenditures from the Reserve Fund to the SBLT, as provided for in this policy.
4. Membership of the Student Fee Review Board
There will be seven (7) voting members of the SFRB (two  ex-officio and five  appointed), three (3) alternates and four (4) non-voting members. Of the seven (7) voting members, five (5) will represent ASUNM and two (2) will represent GPSA. One (1) of the alternates will represent ASUNM and the other two (2) will represent GPSA. The officials making appointments to the SFRB should use their best efforts to ensure that SFRB's overall membership reflects the diverse makeup of the University.
4.1. Ex-Officio Members
The two (2) ex-officio, voting members of the SFRB shall be:
- The ASUNM President, who serves on the SFRB as the elected representative of the undergraduate student population and as a recognized student advisor to the Board of Regents. The ASUNM President shall serve as Chair of the SFRB in academic years beginning in even-numbered years and shall serve as Vice-Chair in academic years beginning in odd-numbered years.
- The GPSA President, who serves on the SFRB as the elected representative of the graduate and professional student population and as a recognized student advisor to the Board of Regents. The GPSA President shall serve as Chair of the SFRB in academic years beginning in odd-numbered years, and shall serve as Vice-Chair in academic years beginning in even numbered years.
4.2. Appointed Members
The five (5) appointed members of the SFRB shall be:
- One (1) ASUNM Senator appointed by the ASUNM Vice President to serve a one-year term coinciding with the term of office of the ASUNM Vice President making the appointment.
- One (1) student appointed by the ASUNM President to serve a two-year term commencing in academic years beginning in odd-numbered years.
- One (1) student appointed by the ASUNM President to serve a two-year term commencing in academic years beginning in even-numbered years.
- One (1) student appointed by the ASUNM President to serve a one-year term coinciding with the term of office of the ASUNM President making the appointment.
- One (1) student appointed by the GPSA President to serve a one-year term coinciding with the term of office of the GPSA President making the appointment.
4.3. Alternate Members
4.3.1. Selection of Alternate Members
The three (3) alternate members of the SFRB shall be:
- One (1) student appointed by the ASUNM president to serve a one-year term.
- Two (2) students appointed by the GPSA president to serve a one-year term.
4.3.2. Responsibilities of Alternate Members
The alternates are non-voting members of the SFRB. In the absence of any voting member at a meeting, an alternate from that voting member’s student government (ASUNM or GPSA) may vote. If a voting member resigns, an alternate will fill the unexpired term and a new alternate will be appointed in accordance with this policy. The alternates are subject to the same meeting attendance requirements as voting members. The alternates may participate during all hearings and deliberations with all rights and privileges of voting members.
4.4. Non-Voting Members
The non-voting members of the SFRB serve as advisors to the SFRB and may represent the interests of faculty and administration. The four (4) non-voting members of the SFRB shall be the following:
- the Associate Vice President For Planning, Budget, and Analysis or designee;
- the Director of the Student Activities Center;
- the Student Regent; and
- one (1) faculty member appointed by the Faculty Senate President for a one-year term.
4.5. Unexpired Terms of Appointed Members and Alternates
If an appointed student member fails to complete the term for which appointed, the alternate for that student government association shall serve the unexpired term. If an additional appointed student member or an alternate fails to serve the complete term for which appointed, the current ASUNM or GPSA official responsible for the appointment, according to Section 4.2. or 4.3. herein, shall appoint another member who shall serve the unexpired term.
If the appointed faculty member fails to complete the term for which appointed, the Faculty Senate President shall appoint another member who shall serve the unexpired term.
4.6. Initial Appointments
When the initial appointments are made under this policy, the ASUNM and GPSA Presidents shall appoint members to initial one-year terms as necessary to establish the staggering of terms contemplated under Section 4.2. herein.
Any appointed member or alternate of the SFRB may resign by submitting a signed and dated letter of resignation to the SFRB chair or is deemed to have resigned by failure to attend three (3) regularly scheduled SFRB meetings in an academic year, regardless of the reason. In the case of resignation because of non-attendance, such resignation shall automatically become effective at the close of the third meeting which the voting member or alternate has failed to attend.
Appointed voting members serving one-year terms and alternates may only be removed by the officer who made the initial appointment. Voting members serving two-year terms may only be removed, during the first year, by the appointing ASUNM or GPSA President while still in office and, during the second year, by a vote of the SFRB in which five (5) of the seven (7) voting members vote in favor of removal.
5. Organization and Meetings of the Student Fee Review Board
5.1. Regular Meetings
The SFRB shall meet as needed throughout the year. By October 31, the Chair of the SFRB shall communicate meeting dates to all members of the SFRB and to the Daily Lobo for publication and shall provide at least three (3) days' notice of any change in regular meeting dates. The Chair shall be responsible to ensure that all departments, divisions, and organizations applying to the SFRB have adequate notice of any meeting or hearing in which funding for the organization is to be discussed.
5.2. Special Meetings
Special meetings may be called by a majority vote of the members at a duly called meeting or by the Chair or Vice Chair of the SFRB. Sufficient notice must be given to all voting and non-voting members and alternates for a special meeting to be valid, but in no case may notice be fewer than three (3) days.
A quorum at SFRB meetings shall consist of a majority of the voting members of the SFRB.
6. Annual Recommendation and Transfer Process
As provided in Section 7. herein, the Reserve Fund may be used for emergency expenditures of units.
In the fall of each year, the SFRB shall initiate the budget process by requesting information from units funded by student activity fees and units seeking funding from student activity fees. This information should provide evidence that the unit is meeting the requirements as stated in Section 1.herein. After reviewing projections for student activity fee revenue and funding requests, the SFRB shall make recommendations to the SBLT. In April of each year the Board of Regents will approve any change in the student activity fee, and the SBLT will recommend and the University President will approve unit allocations for the following fiscal year.
The estimated annual funds available to units shall be based on the unit allocations approved by the President and the 21-day statistics. The actual funds available will be based on the unit allocations and the actual student activity fee revenue.
6.1. Deadline for Submission of Recommendations
The SFRB shall submit its preliminary recommendations for the following fiscal year to the SBLT no later than by February 15 of each year. The SFRB shall submit its final recommendations for the following fiscal year to the SBLT by March 1 of each year.
6.2. Content of Recommendations
The annual recommendations shall consist of the following:
- the proposed change, if any, in the total amount of the student activity fee;
- the proposed unit allocation for each unit; and
- the proposed expenditures from the Reserve Fund (see Section 7. herein) .
6.3. General Guidelines for Funding Organizations
The student activity fee shall be used to supplement University units which benefit students directly. All applications will be subject to the same processes. There should be no expectation that the recommendation for funding for any of these units will continue from year to year.
6.3.1. Process for Unit Allocations
All units are required to submit an application to be eligible for funding. Each unit will be funded at a per-student amount. The SFRB will hold hearings in which all voting members are mandated to attend.
After the hearings are complete, the SFRB will convene to deliberate and determine the total amount of the per-student fee to be used for unit allocations. The target fee amount must be approved, and the amount can later be amended, by six (6) voting members of the SFRB.
Individual voting members of the SFRB will develop recommendations for each of the applying units. Their total shall not exceed the target per-student amount. At a designated SFRB meeting, individual recommendations will be due and averaged for informational purposes.
Fee recommendations for each applicant must be approved by six (6) voting members of the SFRB. If six (6) members do not agree, the SFRB will recommend funding the applicant at the previous year’s amount. The SFRB’s preliminary and final recommendations will be made public.
188.8.131.52. Any unit funded through student fees must inform the SFRB before spending student fees in a way that does not reflect the approved application.
184.108.40.206. If a unit will directly transfer funds to any entity outside of UNM, contracts between the unit and outside entity will be presented to the SFRB before approval. Payments for services provided by official UNM vendors are not considered a transfer of funds to an outside entity.
7. Reserve Fund
The Reserve Fund shall be funded by balances carried forward from previous years.
7.2. Use of the Reserve Fund
The Reserve Fund may be used for emergency expenses of units. These expenses may include one-time expenses required to replace or maintain equipment owned or operated by units. The intent of the fund is to avoid raising student activity fees or unit allocations to cover one-time expenses.
7.3. Expenditure and Savings Approval
Expenditures from the Reserve Fund, and carrying balances forward in order to maintain a healthy balance for emergencies, shall be recommended by the SFRB and the SBLT and approved by the President or designee.
The approval of six (6) of the voting members of the SFRB is required before a proposed amendment may be submitted to the Policy Office. The Policy Office will arrange for the amendment to be reviewed in accordance with Policy 1100 (“Development and Approval of Institutional Policy”). The amendment must be approved by the President, in writing, before it can be issued.