Student Technology Fee Plan

Revised April 2015

Statement of Purpose

The Student Technology Fee at Bossier Parish Community College shall be dedicated to the acquisition, installation, maintenance, and efficient use of the state-of-the-art technology solely for supporting and improving student life and learning and for preparing students for living and working in the twenty-first century.

Definition

The term “technology” or technologies” means computer hardware and software (and the networking and supporting computer and telecommunications infrastructure); e-learning infrastructure technologies; laboratory instruments; and discipline-specific equipment, including but not limited to such items as scales, microscopes, and musical instruments.

Strategic Goals of the Student Technology Fee Program

Strategic Goal 1

To provide students with access to, and training in, current state-of-the-art information/e-technology and discipline-specific equipment.

Objective 1.1:
To provide public access computers with up-to-date software as well as network and Internet connections for all students.

Objective 1.2:
To provide state-of-the-art multi-media classrooms using the most appropriate instructional technologies for specific classrooms.

Objective 1.3:
To ensure the instructional laboratories are equipped with the most current equipment appropriate for teaching and learning.

Objective 1.4:
To provide appropriate state-of-the-art technology to student services that directly support student life and learning.

Strategic Goal 2

To enable students and teachers to make the best possible use of current or recycled technologies in support of learning and teaching.

Objective 2.1:
To provide non-credit instructional programs for students which allow them to fully utilize the information technology resources of the College.

Objective 2.2:
To enhance student learning and use of technology information resources by providing maintenance and support personnel. Personnel expenses may not exceed 25% of the annual technology budget. Personnel expenditures should focus on student employment except as needed for professional technical assistance.

Objective 2.3:
To provide a method for the reallocation of any items purchased with student technology fee funds.

Strategic Goal 3

To reserve annually 15% of the Student Technology Fee to provide state-of-the-art technology.

Objective 3.1:
To establish an interest bearing account with the 15% reserve fund and any unspent funds.

Objective 3.2:
To allow for the annual review of funds collected, interest earned, and amount placed in reserve through semester reports and a fiscal year report.

Policies and Procedures

Authorization

All Student Technology Fee funds shall supplement–not replace–currently allocated funds for technology, in accordance with the provisions of Louisiana Act 1450.

Fee Assessment

The Student Technology Fee shall not exceed five dollars ($5.00) per credit hour per semester and shall not exceed sixty dollars ($60.00) per semester. In accordance with L.R.S. 17:335.1, assessment of the fee may be terminated by a two-thirds vote of the members of the governing board of the Student Government Association and the LCTCS Board.

Administration

The Chancellor and the Student Government Association have established the following three governing committees, which will guarantee the appropriate administration of the technology account:

  • Student Technology Enhancement Planning (STEP) Council, whose purpose will be to develop and review annually the written technology plan for BPCC and serves as the appeals committee for denied proposals. The STEP Council is composed of the SGA President and two students appointed by the SGA President and four faculty/staff/administrators appointed by the Chancellor of the College.
  • Standing Technology Committee’s purpose will be to review the proposals recommended by the SGA. The committee will make recommendations to the Chancellor for the final approval. This committee is composed of equal representation of eight faculty/staff members and eight SGA representatives. The eight faculty/staff members will be appointed each year by the deans of the following divisions: Behavioral and Social Sciences and College Transition Programs, Business, Communications and Performing Arts, Computer Services, Learning Resources, Liberal Arts, Science, Nursing and Allied Health, Technology, Engineering and Mathematics. The eight SGA representatives include the President of the SGA, two SGA executive officers, and five SGA representatives determined by the SGA. SGA members should, whenever possible, represent all academic divisions.
  • Student Self-Assessed Fees Oversight Committee, whose purpose will be to review the project summaries and expenditures from the technology budget and ensure proper usage of funds. This committee is composed of the Vice Chancellor for Student Services and the Comptroller, who are non-voting members; two students appointed by the Student Life Committee; two student appointed by the SGA; and one student appointed by the Diversity and Multi-Cultural Relations Office.

Business may not be considered at any Student Technology Fee Committee without a quorum comprised of at least one-half of the full committee membership; the quorum must include at least two-thirds of the total student membership on the committee.

Plan

The STEP Council shall adopt a formal plan for administering the Technology Fees of BPCC. The plan includes strategic goals and objectives for the use of technology funds. Proposals for expenditures from the Student Technology Fee fund should specify which of the goals and objectives of the Student Technology Fee Plan would be advanced if the expenditures were approved.

Expenditures

All expenditures made from the Student Technology Fee Fund must be authorized by a majority of the Student Government Association, the Student Technology Fee Committee, and the Chancellor. The Project Manager for each proposal must follow the correct procedures as described in the Technology Policy. The amount available for funding proposals each semester is set on the submission deadline for proposals. This amount will be published in the proposal books compiled by the Student Technology Fee Committee Chair.

Procedures for Submission and Implementation

  1. Submit all proposals to Student Services Specialist by the end of the 15th business day after the first day of spring/fall semester.
  2. Proposals must be made available to the Student Technology Fee Committee members no later than one week from the proposal deadline each semester.
  3. Proposals needing to be reviewed by Computer Services must be submitted to the Computer Services Office within ten (10) working days from the first day of spring/fall semester.
  4. The person who submitted the proposal is considered the “project manager.”
  5. The Project Manager or his/her designee is responsible for making the oral presentation to the SGA and Student Technology Fee Committee. The Project Manager will answer questions or concerns about possible modifications to a proposal.
  6. After the oral presentations, the SGA will have three weeks to review all proposals. The SGA may not make changes to a technology proposal without the approval of the Project Manager. Project Managers are strongly encouraged to make an appointment with the SGA and/or the Student Technology Fee Committee members to discuss their individual proposals during this three week period.
  7. When the technology proposal contains computer related materials, the SGA may meet with two staff members from Computer Services (other than the Director) in order to ask questions concerning the computer related materials. After meeting with Computer Services, the SGA may not make changes to the technology proposal without the approval of the Project Manager.
  8. The SGA will recommend to accept or to deny each proposal, and the SGA will then submit their recommendations to the Chair of the Student Technology Fee Committee for consideration by the Student Technology Fee Committee.
  9. The SGA membership of the Student Technology Fee Committee will meet with the remaining Student Technology Fee Committee members for discussions and questions prior to the final vote.
  10. The Student Technology Fee Committee (membership as defined on page two of this document) will meet and vote to approve or deny each proposal with each member having one vote.
  11. The votes will be tallied by the Bossier Parish Community College Compliance Officer.
  12. The Chair of the Student Technology Fee Committee will submit the list of approved proposals to the Chancellor for approval.
  13. Upon approval by the Chancellor, the Chair of the Student Technology Fee Committee will notify each Project Manager of the final status of his/her project.
  14. The Project Manager is responsible for the acquisition of all approved items and/or the implementation of all approved programs.
  15. The only modifications or changes allowed to the approved project are those that result from a change in product availability or a change to the price quotes from the original bid.
  16. No additional equipment or products may be added to a proposal even if the change results in allocated money remaining. Approved funds not needed to complete the project will be retained in the Student Technology Fee fund.
  17. The Student Technology Fee Purchase Requisition Form should be completed by the Project Manager and submitted to the Vice Chancellor for Student Services. All requisitions and supplemental documents should include the proposal number assigned to the project.
  18. The Vice Chancellor for Student Services will act as the approving agent.
  19. The Project Manager is responsible for completing a receiving report to be submitted to Purchasing when the equipment, services, or products have been received.
  20. The Project Manager will submit to the Vice Chancellor for Student Services and/or Student Services Specialist a completed Student Technology Fee Budget Report including actual expenditures, the date project was completed, and the location of the equipment.
  21. The Vice Chancellor for Student Services and/or Student Services Specialist will compile an annual summary along with the Budget Report Summaries for review by the Student Self-Assessed Fees Oversight Committee.
  22. All approved proposals are considered active for one year.
  23. All unapproved proposals may be resubmitted the following semester for consideration.
  24. If a multi-year proposal is approved, only the first year cost of the proposal will be encumbered in the Student Technology Fee Fund. The Student Technology Fee Committee will review the proposal annually. The Project Manager is responsible for submitting an updated quote and a Student Technology Fee Purchase Requisition Form each year to the Student Services Specialist within ten (10) business days from the first day of semester.
  25. Pre-determined funding for proposals that are essential to the operation of the College will be encumbered from Student Technology Fee monies. Available monies to spend will not include this encumbered amount.
  26. On proposals for hardware or software which require annual maintenance costs, the project managers are allowed to request multi-year funding for these maintenance costs, not to exceed three (3) years.
  27. The Student Technology Fee Committee should vote to approve proposals based equally on need and funding, as opposed to approval based solely on availability of funds. The Student Technology Fee Committee should rank proposals based on which ones are crucial to the operation of the College, which ones that could be resubmitted the next semester, and which ones could be partially funded one semester and earmarked to be fully funded the following semester without having to be resubmitted.
  28. Project managers are responsible for validating that there are no other resources available in other departments or on campus that could satisfy their request.
  29. A post funding “Oversight/Reporting” procedure must be followed to assure the Student Technology Fee Committee that funded projects are followed through as presented.

Audits and Oversight

BPCC shall place all funds in a restricted account and limit expenditures to those in full compliance with the Student Technology Fee Plan. The College will provide fiscal and compliance audits of the Student Technology Fee Program and will regularly evaluate the effectiveness of the program. The results of these evaluations will be reported to the Student Government Association and the LCTCS Board of Supervisors. Any non-compliance finding should be reported to the System President immediately.

The College Internal Auditor and the Comptroller will provide to the SGA, the Vice Chancellor for Student Services, and the Self Assessed Fees Oversight Committee a clear, concise semester report and a fiscal year report, which will indicate the amount collected, the project expenses, and the interest earned.

Reallocation of Technology Equipment

An item purchased with student technology fee funds that is replaced with new purchases, phased out, or no longer needed as originally approved will be placed in Property Control. At that time, any such item may be reallocated for campus use to BPCC personnel (faculty, staff, or students).

Computer Services will review the proposed reallocated equipment for functionality. The Property Control Manager will be responsible for the creation of an inventory list of equipment available for reallocation. The Property Control Manager will notify the Student Services Specialist of available equipment. The Student Services Specialist will then notify the campus of the availability of the equipment. The equipment will be allocated on a first-come, first-served basis. The Property Control Manager will reassign and distribute the equipment.

Any property that is broken or has not been reallocated within no less than one year will be sent to state surplus by the Property Control Manager. State policy prohibits equipment from being dismantled for parts. However, equipment may be separated and reallocated for use as approved (monitors, keyboards, or CPU).

SGA Technology Committee Procedures

In order to enhance and streamline the participation and input from the SGA concerning Technology Fee requests and funding, the following guidelines are recommended:

  1. The SGA Advisor (or designee) should be present for all Tech Fee Committee meetings and serve as the facilitator for the members of the SGA. The SGA Advisor will not be allowed to vote in the meetings and will serve strictly as an observer.
  2. The Vice Chancellor for Student Services (or designee) should be present for all Tech Fee Committee meetings. The VCSS will not be allowed to vote in the meetings and will serve strictly as an observer.
  3. During the three week time-frame after presentations for proposals have concluded, the SGA President should divide SGA members into groups of two or three members who are assigned specific projects to investigate. This investigation should include the following:

    1. Meet with individual project managers to gather more information on proposals and answer any questions not answered during the five minute presentations.
    2. Survey students in each program/division from which the proposal originates to ensure the proposal is relevant to the students’ education.
    3. Prepare a short summary of each team’s findings for presentation to the SGA during the group discussion.
  4. The SGA should conduct group discussions and prepare a written list of recommendations on each proposal.
  5. Written SGA recommendations should be submitted to the SGA Advisor for review.
  6. The final SGA recommendations should be submitted electronically to the Technology Fee Committee for review prior to the scheduled formal meeting to discuss/vote on proposals.
  7. The SGA’s written recommendations for each proposal will be included on the determination letter that is provided to each project manager and noted as originating from the SGA. Separate notes form the committee as a whole will also be included in a separate section.

Guidelines for Chair of the Student Technology Fee Committee

The following is a list of guidelines to follow when chairing the Student Technology Fee Committee:

  1. Please read the Student Technology Fee Plan thoroughly in order to clearly understand and follow all guidelines set forth by the plan.
  2. Make sure that all Procedures for Submission and Implementation are adhered to as written in the Student Technology Fee Plan.
  3. The amount of monies available each semester for funding proposals is the amount quoted by the Comptroller on the day proposals are due.
  4. The amount of monies available will be published electronically to the Student Technology Fee Committee.
  5. The electronic proposals must be dispersed to the Student Technology Fee Committee members no later than one week from the date proposals are due each semester.
  6. Oral proposal presentations are to begin no later than three (3) working days after proposals are dispersed. Oral presentations are to be scheduled at least twice a week for consecutive weeks until oral presentations are completed.
  7. After oral presentations are completed, the Student Government Association has three (3) weeks to review all proposals.
  8. Once the SGA has submitted their recommendations to the Chair of the Student Technology Fee Committee, the Chair will call a meeting of the full committee for discussion of the SGA’s recommendations prior to a final vote by the full committee.
  9. The final vote may be taken at the end of the discussion meeting, or the vote may be taken at a subsequent meeting. No new information may be submitted concerning the proposals at the final vote meeting.
  10. The Chair of the Student Technology Fee Committee may not submit his/her own recommendations for funding proposals.
  11. The Chair of the Student Technology Fee Committee may not present a proposal for funding.
  12. The Chair of the Student Technology Fee Committee may not participate in the final vote, except in the event of a tie vote.
  13. Only Student Technology Fee Committee members may vote.
  14. The Bossier Parish Community College Compliance Officer will tally the votes and present the results to the full Student Technology Fee Committee. (The Chair of the Student Technology Fee Committee must notify the Compliance Officer to the date, time, and place for the final vote.)
  15. The Chair of the Student Technology Fee Committee will notify the Project managers of the results no later than one week after the final vote in order to allow ample time for Project managers to submit required paperwork.

Amendment of the Student Technology Fee Plan

The Student Technology Fee Plan may be amended only upon a vote of at least two-thirds of the members of the STEP Committee and of a majority of the members of the Student Government Association.