Campus Fee Policy

Executive Memorandum 02-117

November 19, 2002

From: Manuel A. Esteban, President

Subject: Campus Fee Policy

CAMPUS FEE POLICY

Authority

This policy is established under the authority of the Board of Trustees, Chancellor Executive Order 740, and the university president upon the recommendation of the Campus Fee Advisory Committee (CFAC) and in consultation with the Academic Senate and the Associated Students.

Purpose

The purpose of this policy is to establish the procedures and regulations for university Category I fee referenda. Associated Students Activity or Student Union Fee referenda are conducted in accordance with the bylaws of the Associated Students and as supervised by the Student Activities Office and approved by the President. Instructionally Related Activity fee adjustments have the option of contracting with the Associated Students to conduct fee referenda in accordance with established Associated Students policies and procedures.

Amendments

This policy may be amended by the President as recommended by the Campus Fee Advisory Committee in consultation with the Academic Senate and the Associated Students.

Referendum Process

Petitioners will present all fee increase proposals to the appropriate Vice President, who will forward the proposal to the Vice President for Business and Finance.

Such proposals shall include:

  • Names, titles, and contact information for those making the petition
  • The proposed effective date of the fee or fee adjustment
  • The amount of the proposed fee or fee adjustment
  • A financial analysis of the fee to include (with comments as necessary)
    • Projected revenue
    • A minimum of two years of projected revenue and expenditures
    • Proposals including mandatory increases shall include an Inflation and Contingency Reserve to carry the fee for a minimum of three years (based on consultation with the Vice President for Business and Finance)
  • Proposed uses of the revenue generated by the proposed fee or fee adjustment
  • The consultative process used in the development of the proposal
  • The impact on students with and without the fee
  • Proposed referendum language
  • Proposed eligibility of voters
  • Cumulative impact on students affected within the context of other fee proposals
  • A review of information, if any, on other possible funding sources
  • Signature(s) of the petitioners and signature of approval by the appropriate departmental and vice presidential officials

The Vice President for Business and Finance, after certification as to its accuracy, will forward the proposal to the Campus Fee Advisory Committee for review and recommendation to the President.

When possible, CFAC will seek consensus among its members regarding CFAC's advice to the President about proceeding with the fee process and if a fee referendum should occur.

Proposals acceptable to the President or modified by him will be returned to the Campus Fee Advisory Committee.

If a fee referendum is deemed necessary by the President, the Campus Fee Advisory Committee will set the date for a referendum and convene the Campus Fee Referendum Committee.

The Campus Fee Advisory Committee will transmit the approved petition to the Vice President for Business and Finance who will prepare an impartial and unbiased analysis of the proposed fee increase and an explanation of the financial impact on the university and students paying the fee. The statement will not exceed 300 words in length and will be printed in voter information materials preceded by the statement; "The following statement is an impartial analysis of this measure. " If units under the Vice President for Business and Finance propose a fee, representatives of the Provost's office will prepare the impartial analysis.

Sixty calendar days (while AY classes are in session) prior to the fee referendum date the Campus Fee Advisory Committee will, by way of the campus newspaper and direct contact with petitioners, solicit pro and con arguments on the merits of the proposed fee increase or adjustment.

  • Arguments will be accepted during a minimum of ten calendar days after public solicitation has been made.
  • Any petitioner or any student eligible to vote on the measure or any combination of these may file a written argument for or against the referendum. No argument shall exceed 300 words in length. The statement, "Arguments in support of or in opposition to the proposed referendum are the opinions of the author(s)," will appear prior to pro and con arguments on all publications prepared by the committee.
  • A ballot argument shall not be accepted unless accompanied by the printed name and signature or printed names and signatures of the person or persons submitting it, or, if submitted on behalf of an organization, the name of the organization and the printed name and signature of at least one of its principal officers. No more than five signatures shall appear with any argument.
  • If more than one argument for or more than one argument against any proposed fee increase is submitted within the time prescribed, the Campus Fee (Advisory or Referendum) Committee will select one of the arguments in favor and one of the arguments against the measure, or a summary of the arguments for and against, for printing and distribution to the voters. In selecting the argument the committee shall give preference and priority in the order named to the arguments of the following:
    • Original petitioners for the proposed fee increase
    • An association of voters, or combination of voters and campus associations, who are proponents or opponents of the measure
    • Any campus association
    • Individual voters who are eligible to vote on the measure

The Campus Fee Advisory Committee will convene the Campus Fee Referendum Committee to begin implementation of the fee referendum process, including:

  • Mode of balloting (such as papers, electronic, web, mail)
  • Poll placement (if physical polls are used)
  • Staffing and poll worker training
  • Voter eligibility and security
  • Ballot counting procedures and staffing
  • Logistical concerns regarding procurement of booths, tables, chairs, data lines, signage

Campus Fee Referendum Committee

The Campus Fee Referendum Committee is a working subcommittee of the Campus Fee Advisory Committee.

Members

  • The Chair and two student members of the Campus Fee Advisory Committee
  • AS. Traditional Activities Coordinator
  • A representative of the Registrar's office
  • A representative of the Vice President for Business and Finance
  • A representative of the Student Activities Office
  • A representative of the Vice Provost for Information Resources and CIO
  • Two students, at-large, selected from a campuswide solicitation conducted by the AS. Government Affairs Committee (GAC) and appointed by GAC.

Officers

The Chair shall be the Chair of the Campus Fee Advisory Committee. The Chair shall call and conduct all meetings and report committee activities to the Campus Fee Advisory Committee. The Vice Chair shall be elected from and by the committee. The Vice Chair shall take the place of the Chair in the Chair’s absence and aid the Chair in performing his/her duties.

Term of Office

The committee will be appointed and serve as needed by the Campus Fee Advisory Committee.

Duties of committee members

  • The representative of the registrar's office will devise and coordinate committee and referendum efforts regarding voter eligibility verification issues and operations prior to and during polling operations.
  • The representative of the Vice President for Business and Finance will provide technical assistance in preparation of voter information and will audit the process and procedures of the referendum for accuracy.
  • The representatives of the Registrar’s Office and the Vice Provost for Information Resources and CIO will devise and coordinate accurate and secure voter eligibility and ballot counting systems whether they are web-based or scanned medium.
  • The representative of the Student Activities Office will coordinate polling logistics, if needed (e.g. , poll worker training, securing locations, equipment).
  • The Chair and representatives of the Campus Fee Advisory Committee will coordinate ballot language approvals, voter information/education, and ballot arguments and referendum publicity. They will also coordinate communications with the Campus Fee Advisory Committee.
  • The entire committee shall take all necessary steps to carry out the purpose of this policy to ensure fair, accurate and open referenda.

Cost

Costs associated with university-sponsored fee referendums shall be borne by the university.

Campaigning

On-campus campaigning is restricted only by campus time, place, and protocol policies as contained in the Title 5 of the California Code of Regulations, The Guidelines for Speech and Advocacy, the campus posting policy, University Housing and Food Service policies, Associated Students policy and in other directives of the university President.

The use of university resources shall be limited to implementing this policy and providing accurate, timely and unbiased voter information.