How Your Fees are Spent

Services & Activities Fees Funding Process 2021-2022

Introduction

The Service and Activities (S&A) Fee Application process allows the Bellevue College community the opportunity to apply for funding of extracurricular and co-curricular campus experiences. The following information will provide you with greater details on eligibility, process and application steps.

S&A Committee Meetings

The 21-22 S&A Committee is holding S&A Review and Deliberations Meetings on the following dates via Teams Live Events. Please note events do not start until quorum is reached.

Agenda for all meetings: Review of 21-22 S&A applications, discussion and deliberations.

General Information
Timeline
Application Materials
Documents to Review
Completed Documents Submission Link

Who is Eligible to Apply for S&A funding?

ASG has expanded who can apply for S&A funding this year. Any BC student organization or BC office or staff can seek funds for co-curricular and extracurricular activities for BC students. The process in no longer simply open to groups that were designated “student programs”.

What is a “BC Student Organization”?

ASG defines a “student organization” as:

“A Student Organization is student-led and student-driven. Students set the agenda for what the group will do, manage the group’s events and activities, run their own officer elections and set the goals for themselves. Becoming a Chartered Student Organization means that a student organization is officially recognized by the College and has access to support and College resources. The student org’s advisor and the Office of Student Engagement support student organizations through a student-development-centered approach that fosters learning and personal growth for involved students. To be an official student organization at BC, student organizations must charter through ASG and the Office of Student Engagement. Student organizations at Bellevue College do not have paid faculty or staff advisors, and student leadership positions are also voluntary. Student organizations are different from other groups on campus which may have a staff or faculty member who oversees the group and who may set expectations for students participating. Other groups may have student leaders, but they are not considered student organizations at BC.”

Committee

The S&A committee’s mission is to review requests and make a budget recommendation to the college and the Bellevue College Board of Trustees for annual approval. Last year, the S&A committee allocated over 2.7 million dollars of funding for 3.5 million dollars in application asks.

The S&A Committee is made up of seven voting members:

•             The ASG President and Treasurer
•             2 Students at large
•             1 Classified staff member
•             1 Exempt staff member
•             1 Faculty member

The committee is advised by the Executive Director of Finance and the Director of Student Programs. They will attend meetings and provide advice/ clarifications/ information for the committee. However, the Executive Director of Finance and the Director of Student Programs are not voting members.

The committee will meet for trainings, determination of committee’s funding priorities, review of applications and appeals.

Nominations and volunteers will be sought for student, staff and faculty committee members. If you wish to volunteer or nominate an individual, please contact Carrie Moore, Director of Student Programs, carrie.m.moore@bellevuecollege.edu by March 12, 2021. ASG will select the student members of the committee. ASG and President’s Cabinet will collaboratively review and select the three staff/ faculty committee members.

Training

21-22 S&A Training Document
S&A Info Session and Training (for Student Organizations): Wednesday, March 17, 12:00 p.m.-1:00 p.m. (Session will be recorded)
S&A Info Session and Training 1 (Open to all of Campus Community): Wednesday, March 17, 3:30-4:30 p.m. (Session will be recorded)
S&A Info Session and Training 2 (Open to all of Campus Community): Thursday, March 18,  11 a.m.-12 p.m. (Session will be recorded)

Application Materials

Applicants should submit (upload) the following:

1. S&A Funding Request Acknowledgement Document (Word Document) (Required)
2. 2021-22 S&A Funding Request Summary (Excel Document) (Required)
3. Additional Information – If applicant wishes to share additional information, additional documents can be uploaded. Please be aware that the committee will review additional documentation if necessary but there is no guarantee that documents will be reviewed. Any additional documents should only be provided to document your funding request. (Optional)

Document 1 and 2 are found on this website.

Application material should be uploaded by 5 PM March 22.

Are there other criteria for being eligible for S&A Funds?

There are many criteria for a request being eligible for S&A funds. The following are not exhaustive list but provide basic guidance:

• Funds are for co-curricular and extracurricular purposes. Co-curricular activity is defined in the ASG Financial Code as:

“Any student activity which may offer an enriched academic experience that may complement credit course offerings, and is open to all BC students. BC Students do not receive academic credits for participating in these activities. Students may earn extra credit at faculty discretion, but participation is open to all students.”

Extracurricular activity is defined in the ASG Financial Code as:

“Any student activity which is available to any BC student, AND for which a student is not required to enroll in a course in order to participate. Students do not receive academic credits for participating in these activities. Students may earn extra credit at faculty discretion, but participation is open to all students.”

• Funds are for the benefit of BC students.
• Funds can be used to cover yearly costs, startup costs and one-time asks (a specific event or equipment ask).
• Funds are not to be used for activities that are curricular in nature. The ASG Financial Code defines curricular activity as:

“A curricular activity is an activity that is assigned as part of a course of curriculum and is restricted to students who are enrolled in a particular class or program of study. Students earn academic credit for these activities. As defined in Services and Activities (S+A) Fee Use – Compliance and Guidance Document: “S&A funds are not curricular in nature. They are for co-curricular or extracurricular involvement (Killian, pg 2). A class cannot be required for an experience that is funded by S&A and S&A funds cannot be used for curriculum needs.”

• S&A funds should not be used for items that could be “considered part of the fundamental educational objective of, and basic services provided by the college.” (Killian, pg 5). If a service is viewed as a basic operational service of the college or department, the item should not be funded through the S&A process.
• S&A fund use should be proportional to the extracurricular or co-curricular use. An example of proportional funding would be the funding of a renovation project where the space is used for both institutional and student extracurricular/co-curricular uses. If funds were being spent to upgrade the space, the percentage of the total project cost funded by S&A funds should not exceed the percentage of time that the extracurricular/co-curricular events use the space.
• When S&A funds are used as “seed money” (i.e. money used to start a new program that complies with S&A funds use), all resulting revenues from the event/service are considered to have been co-mingled with state funds and therefore fall under college and state spending restrictions pertaining to public funds. (Killian, pg. 6).
• S&A funds may only be used as specified by the approved funding request. If funds are not used during the approved funding window, the funds will be returned. Unused funds do not roll over into the subsequent fiscal year unless approved by the S&A committee.
• S&A funds cannot be spent on outreach or recruitment activities to non-students (Killian, pg. 6).
• S&A funds can be used for student employment if the employment meets all other criteria guiding S&A fund use.
• S&A Funds must be used for what they were requested and approved for.

Key Notes:

• Even if funding requests meet appropriate standards for S&A eligibility, the committee may not be able to fund all requests due to the committee’s priorities, amount collected through enrollment, and total demand for S&A funds.
• S&A funding is not guaranteed from year to year.
• Rollover of funds are not guaranteed as those funds were approved in the previous budget cycle. Applicants can request rollover of funds but approval is at committee’s discretion.

Those seeking to apply for funding should review the following documents:

• Services and Activities (S+A) Fee Use – Compliance and Guidance Document
• ASG Financial Code
• Killian Document (October 2018 Revision)
• Campus policies and procedures
• RCW 28B.15 – https://apps.leg.wa.gov/rcw/default.aspx?cite=28B.15
  • Specific sections – .041, .043, .044, .045

Questions Related to the Compliance and S&A Use:

If one has a question regarding compliance or use of S&A funds, please contact the Office of Student Programs Director, Carrie Moore or the Finance Office.

I read something about an “Office of Student Engagement.” What is that?

In the near future, the Office of Student Programs will be changing its name to the Office of Student Engagement. The change will better reflect the mission of the office and its goal to focus on the involvement and leadership experiences for BC students. More details and timeline for the change will be shared to campus in the future.

General Questions?

Please contact ASG president, asgpres@bellevuecollege.edu or Carrie Moore, Director of Student Programs, carrie.m.moore@bellevuecollege.edu.

2021-22 S&A Funding Application Process Timeline

Documents:

• S&A Blank Request Form 21-22
• S&A Acknowledgement Form 2021-2022
• S&A Timeline 2021-2022
• ASG Financial Code 2021
• Killian Guidelines
• Services and Activities Fees Guidelines
• RCWs Pertaining to S&A Fees

Completed Documents Submission Link

S&A Process and Documents 2021-2022

• SA Process for 20-21 – FAQ
• 2020-21 SA Budget Allocation Summary
• S&A Appeals Decisions

Services & Activities Fee Funding Allocations

* Negative numbers mean that funds were withdrawn from the program and moved to the general fund, typically because the program is non-functional
** Funding comes from S&A distributions from tuition and, in 2020, partly, from reserves.

Read more about budgets and funds.

Last Updated April 7, 2021