SBCTC Policy Manual
Chapter 3 Appendices
Appendix A: Student Programs and Activities
RCW 28B.15.041 provides that the "services and activities fee shall be used as otherwise provided by law or rule or regulation of the board of trustees or regents of each of the state's colleges or universities for the express purpose of funding student activities and programs of their particular institution."
RCW 28B.15.041 grants to each board of trustees the final authority to determine the permissible uses of the services and activities fees, consistent with the law.
The uses of services and activities fees will vary from district to district and from campus to campus, as well as from any given year to another. Such diversity is to be viewed as consistent with the college system and functions and should be encouraged.
A yearly budget for the expenditure of services and activities fees in support of student programs should be prepared by the services and activities fee committee required by RCW 28B.15.045 with the committee presenting its budget and recommendations to the board of trustees. A process for resolving program and budget conflicts should be established in the event that the board of trustees does not accept the proposed program and budget.
Funds collected or revenues produced by the use of student and activity fees should be deposited with and expended through the office of the chief fiscal officer of the college district and/or campus and are subject to the applicable policies, regulations, and procedures of district boards of trustees, the State Board, and the Budget and Account Act.
With the expressed prior approval of the State Board and, when required, approval of the appropriate legislative body, services and activities fee revenue may be used to acquire real property and fund capital projects and may be used as matching funds for such purposes.
When authorized and approved in a manner consistent with these guidelines, student services and activities fee revenue may be used for, but shall not be limited to, the additional following purposes:
- Social events, seminars, workshops, retreats, and conferences; student governmental organizations; professional consulting fees; clubs and societies; musical, dramatic, artistic and forensic presentations of an extracurricular nature; student publications and other mass media activities; tutorial services; day care centers; intramural and intercollegiate sports.
- Equipment, supplies and materials required for the operations of student programs and activities.
- Travel and per diem for students and professional staff members participating in student programs and activities.
- Premiums for liability and casualty insurance coverage for students serving in official capacities or participating in such programs and activities.
- Dues for institutional memberships in recognized student governmental or activities organizations provided that the legality of such expenditures is first established in consultation with the legal advisor of the college.
- Student salaries and compensation.
Appendix B: Confidentiality of Student Records and Data
The need of the State Board to obtain essential data on students must be reconciled with the right of students to be protected against invasions of their personal privacy and to be secure in their persons.
The Management Information System (MIS) of the State Board shall be designed in such a way that any identification code numbers accompanying student data or personal information provided for the MIS shall not enable State Board personnel to identify individual students by name, except for the purpose of research. In accordance with the federal Family Rights and Privacy Act (FERPA), each college is encouraged to adopt policies to assure the confidentiality of all student records and to develop procedures for allowing each interested student to have access to his or her student records.
Information of a personal nature collected shall be limited to only essential information included in the following categories:
- Code number
- Quarter of attendance
- Institutional code number
- Birth date
- Ethnic classification
- Residency status
- Enrollment category
- Student level (year)
- VA status
- Students with disabilities (assumes individual is receiving federal support in auditable categories in MIS 4)
- Attendance information related to other institutions in prior years
- Courses enrolled during current quarter
- Purpose for attending college
- Family status
- Planned course work in relation to current or future employment
- Prior level of education
- Work status while attending college
- Planned length of attendance
- Foster Care Reports
Proposed changes in the type of personal information collected on students shall be subject to a review process involving the recognized system organizations.
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