Governance and Funding of UAB-wide Programs - Student Affairs (Policy VII-501)

Governance and Funding of UAB-wide Programs - Student Affairs (Policy VII-501)

Abstract:
This policy outlines the appointment process for individual UAB-wide committees and boards funded through Student Service Fees at UAB.
Effective Date:
6/28/2008
Contacts:
None Assigned
Administrative Category:
Applies To:
Staff, Students
Keyword(s):
Material Original Source:
Office of Student Life

Policy Number: SA VII-501
Policy Date: 6/28/08

POLICY STATEMENT
THE UNIVERSITY OF ALABAMA AT BIRMINGHAM
DIVISION OF STUDENT AFFAIRS


Subject: Governance and Funding of UAB-wide Programs


I. Governance -The following policies outline the appointment process for individual UAB-wide committees and boards funded through Student Service Fees at UAB. The Athletic Department and Student Government Associations are not included in this policy. In the event those responsible for nominating members to any board fail to do so, the Assistant Vice President for Student Life or designee may make reasonable attempts to nominate individuals for various vacancies.

  1. UAB Activities
    1. Cultural Activities Committee and Lecture Series Committee membership:

Undergraduate Students

5

Graduate Students

2

Health Professions Student

1

Professional Schools Student (Dental, Medical, Optometry)

1

Public Health Student

1

At-Large Students

4

Faculty Members

4

Student Affairs Representatives

1

Student representation for the professional schools shall rotate each year according to the following schedule:

For the Cultural Activities Committee, the cycle shall be School of Medicine, School of Dentistry, School of Optometry; for the Lecture Series Committee, the cycle shall be:

School of Dentistry, School of Optometry, School of Medicine.

A committee may expand its membership by recommending to the Vice Provost for Student and Faculty Success the addition of associate members.

The Cultural Activities and Lecture Series Committees shall be chaired by a faculty member appointed by the Vice Provost for Student and Faculty Success. Nominations for membership on the committees shall be solicited from student government associations and student affairs officers. Nominations for the at-large positions shall be solicited from each committee through the committee chairpersons. Appointments shall be made by the Vice Provost for Student and Faculty Success. Terms are for one year from January 1 to December 31 for Cultural Activities, and from May 1 to April 30 for Lecture Series.

A member of the Student Affairs professional staff shall serve as an ex-officio member of both the Lecture Series and Cultural Activities Committees. A staff member from the Alys Stephens Center will serve as an ex-officio member of the Lecture Series Committee.

    1. Campus Recreation Advisory Council

The Campus Recreation Advisory Council shall (1) serve as the vehicle for communications between the Campus Recreation staff and the student body; (2) recommend ways and means of enhancing the quality of our present Campus Recreation program; (3) review the policies and procedures governing competition and hear any appeals that may be forthcoming; and (4) discuss procedural changes for the Campus Recreation Center.

The Campus Recreation Advisory Council shall be composed of the Director of Campus Recreation, Associate Director for Facilities, Associate Director for Programs, and student representatives, as follows:

Undergraduate Student

1

Graduate Student

1

Public Health Student

1

Health Professions Student

1

Medical Student

1

Dentistry Student

1

Optometry Student

1

At Large Members (appointed through the Office of Campus Recreation)

5

The Chairperson and members are appointed by the Vice Provost for Student and Faculty Success to represent the various student populations. Terms are for one year from May 1 to April 30. Nominations are solicited from the respective student government associations and student affairs officers.

    1. Board of Student Media

The Board of Student Media shall recommend to the Vice Provost for Student and Faculty Success (1) the selection of publication editors and the selection of the student general manager for Blazeradio; (2) fiscal matters related to the various programs; and (3) policies and operating procedures by which the Board of Student Media functions.

The membership of the Board of Student Media shall be constituted as follows:

Undergraduate Students 3
Graduate Student 1
Professional Schools Student (Dental, Medical, Optometry) 1
Public Health Student 1
Health Professions Student 1
Editor of each Student Publication (Kaleidoscope, Aura) 2
Student General Manager -Blazeradio 1
Faculty Members
(English, Art, Communications, Computer Science)
4
Professional Journalist 1
Experienced Webmaster 1
UAB Administrator 1

Student representation for the professional schools shall rotate each year according to the following schedule: School of Medicine, School of Dentistry, School of Optometry.

The Advisor to Student Media shall serve as an ex-officio member of the Board of Student Media.

Members are appointed by the Vice Provost for Student and Faculty Success and are responsible for making recommendations to the Vice Provost in matters related to student media. Terms are for one year from May 1 to April 30. Nominations shall be solicited from the student government associations and student affairs officers. The nominations for faculty and professional journalist representation shall be solicited from the Dean of Arts & Humanities. The experienced web master and experienced radio administrator will be recruited by the Director of Student Media.

  1. Student Programs
    1. Program Allocation Board (PAB)

The Program Allocation Board (PAB) shall recommend to the Vice Provost for Student and Faculty Success allocation of funds for student program committees. Student program committees eligible to receive funding through the PAB include:

Black Student Awareness, Concerts/Comedy, Film/Novelty, Homecoming, Student Talent Search, Miss UAB and Springfest.

Membership on the PAB shall be constituted as follows:

Student Affairs: Representative Officer
Undergraduate 4 1
Graduate School 2 1
Health Professions 1 1
Public Health 1 1
Professional Schools 1 1

The Director of Student Programs and the Assistant Director of Student Programs shall serve as an ex-officio members of the PAB.

The PAB shall be chaired by the Assistant Vice President for Student Life or designee. Nominations for membership on the PAB shall be solicited from student government associations and student affairs officers. Appointments shall be made by the Vice Provost for Student and Faculty Success. Terms are for one year from January 1 to December 31. The PAB shall operate according to a set of written policies. These policies are developed by the PAB and forwarded to the Vice Provost for Student and Faculty Success for final approval. The policies shall be reviewed periodically and revised as needed.

  1. Appointments to Student Program Committees
    1. Program Committee Recruitment

    The program committees shall be responsible for recruiting and identifying the majority of their members. Each committee shall outline its recruitment/selection process in individual guidelines.

    1. Office of Student Life Appointments

    Additional appointments to student program committees shall be made in the following manner:

    At the beginning of each term or when deemed necessary, the Office of Student Life shall advertise the availability of student program committee positions according to the schedule listed herein. The Kaleidoscope ad also will publicize each committee's meeting schedule (including accurate time, date, location) for that term. This must be adhered to by the committee. Publicity also will make reference to the variety of committee opportunities available throughout the year. Interested students will be instructed to come to the Office of Student Life, Hill University Center, Room 110, for more information.

    The Office of Student Life will proceed as follows to recruit student program committee members:

    (1) The Office of Student Life shall publicize throughout UAB using the Kaleidoscope, email, etc.

    (2) The student will be informed which staff member advises the committee of interest and how to contact that person. The student also will be informed of the next scheduled committee meeting and will be encouraged to attend.

    (3) The staff advisor/committee chairperson will follow up by informing the student of specifics about the committee in which they have shown interest. This will occur as soon as possible following submission of the interest form and/or attendance at meetings.

    (4) Each committee will then handle in its own way the committee appointments, elections, etc., treating students equally regardless of how the student was recruited. Students may attend meetings without being members of the committee.

    (5) The Office of Student Life will in no way dictate the number of committee members on each program committee. It is recognized that various programs require different numbers of student committee members to operate effectively. It should be noted, however, that the Office of Student Life will attempt to maintain a sound committee base through distribution of students not indicating a specific committee preference.

    1. General Guidelines for Program Committees

    Committee members may be discharged for an inordinate number of absences from committee meetings or for lack of participation in committee activities. Each committee shall outline policies dealing with absenteeism and performance in individual committee guidelines. In the event a committee member must be discharged, the committee chairperson or advisor shall notify the Assistant Director of Student Programs of the action. Committee members may serve more than one term of membership/office.

    Each student program committee shall have an appointed faculty and/or staff adviser. This person also is to serve as an ex-officio member of the committee. These appointments shall be made by the Vice Provost for Student and Faculty Success or designee.

    1. Coordination – University Programming Council Student/staff Leadership

    A coordinating council referred to as the UPC shall meet at a minimum monthly to discuss common issues, goals, collaborative opportunities. Membership shall consist of all programs, as well as the inclusion of UAB activities and committees that receive UAB-wide student service fee funding. The students/chairs/advisors of each group shall be members of the UPC Programming Council. This council will be chaired by the Assistant Director of Student Involvement.

II. Funding

  1. UAB Activities

Budgets which are reviewed and approved by the Office of the Vice Provost for Student and Faculty Success:

    1. Campus Student Services
    2. Student Media
    3. Cultural Activities
    4. Campus Recreation
    5. Lecture Series
  1. Student Programs

Annual requests for funding are reviewed by The Program Allocation Board and recommendations are forwarded to the Vice Provost for Student and Faculty Success for final approval. Requests which are reviewed:

Black Student Awareness
Concerts/Comedy
Film/Novelty
Homecoming
Miss UAB Pageant
Springfest
Student Talent Search
Program Support
Any newly approved committee

  1. The following process is established for budget reviews and approval:

Program:

Budget Presentation: Budget Approval:

Lecture Series

To Vice Provost for Student and Faculty Success by May 15 Vice Provost for Student and Faculty Success June 15

Cultural Activities

" "

Student Media

" "

Campus Student Services

" "

PAB

" "

During the spring of each year, a determination will be made regarding anticipated revenues from student service fees for the coming academic year. Some programs may also generate revenue. Annual budget requests will consider anticipated revenue as a part of annual budget allocations. Each board (upon reviewing funding requests) will recommend to the Vice Provost for Student and Faculty Success the level of funding for each program budgeted. 

Because the anticipated revenues for a budgetary period are allocated annually, requests for supplemental funding are strongly discouraged and will be rarely considered. At the fiscal year end, unencumbered, unobligated, or unexpended student service fees for each committee will be returned to the operating reserve. In the PAB, the only exception to this requirement is the Concert/Comedy and the Film/Novelty Committee accounts. Unencumbered, unobligated, or unexpended funds from these accounts shall be carried over to the next fiscal year. Also in the PAB, a reserve fund is established as a contingency fund in the event of a projected income shortfall. The reserve is not to be used as an emergency fund for program committees.