S&A Board Policies & Student Positions
S&A Board Policies
The Board is responsible for proposing to the Board of Trustees program priorities and recommended allocation levels for college organizations funded by S&A Fees. Registered Student Organizations (RSOs) and other S&A fee-funded programs have the opportunity to apply for funding throughout the year to put on special events for the Evergreen student body and to respond to new or emerging needs. During spring quarter, these groups also prepare operational budget requests for the upcoming year. Each Board member is responsible for communicating with several student groups and helping them prepare their budget requests.
The Board deliberates on all requests, and makes decisions by consensus. Ideally, each Board member agrees with each decision made. Serving on the Board, therefore, involves a lot of responsibility. Since each Board member has the ability to block consensus and stop a decision from being made, there is a vested interest in each board member participating fully. The Board works hard to distribute funds and make decisions that lead to a better campus life, while striving to make responsible decisions with student money.
The Board is responsible for proposing to the Board of Trustees program priorities and recommended allocation levels for college organizations funded by S&A Fees. These are the types of college areas that currently receive S&A Fees:
- Tier I: Campus Children's Center, Recreation & Athletics, KAOS-FM Community Radio, Student Activities Administration, The Flaming Eggplant Cafe, and Office of Sexual Assault Prevention. These fee-funded areas of the college are typically managed by permanent professional staff, and have their budgets reviewed biennially.
- Tier II: Registered Student Organizations (RSOs) and the Cooper Point Journal. Tier II budgets are reviewed annually during Spring Quarter for the following Academic Year.
- Off-Campus Programs: Tacoma Program S&A, and Reservation Based Program. These programs are delegated authority from the S&A Board to distribute funds locally at their programs.
- Student Initiatives: Bus Pass Program, Late-Night Shuttle Program, and Clean Energy Fees are part of S&A Fees and are collected and distributed to fund those specific programs.
- Emergency Student Loan Program: Students pay a portion of the S&A Fees to support the colleges Emergency Student Loan Program.
- Reserve and Debt-Service accounts are maintained by the Board for insurance, emergencies, long-term planning and project management.
In Washington State, Services and activities fees (S&A Fees) are defined in RCW 28B.15.041 to mean "fees, other than tuition fees, charged all students registering at the State colleges and universities." "Services and activities fees shall be used for the express purpose of funding student activities and programs." Policy Number Nine of The Evergreen State College Trustees provide the guidelines for the S&A Board. Additionally, the following laws provide a broader understanding of S&A Board policies at Evergreen and across the State of Washington.
- RCW 28B.10.300 authorizes the expenditure of services and activities fees for the acquisition, construction, equipping and betterment of lands, buildings and facilities.
- RCW 28B.10.825 allows for the allocation of one dollar per student, per quarter, towards an institutional loan fund. Evergreen participates in this program.
- RCW 28B.15.069: Services & Activities Fees are limited to the same percentage increase as tuition.
- Services and Activities Fee expenditures for programs devoted to political and economic philosophies will result in the presentation of a broad spectrum of ideas pursuant to RCW 28B.15.044.
Board Member Selection and Responsibilities
Board members are selected during the Spring and Fall Quarters to serve on the Board. All currently enrolled, full-fee paying students are eligible to serve on the Board. The selection committee is composed of former Board members who are still currently enrolled and members of the Geoduck Student Union. Students chosen to serve on the Board are provided with orientation and training prior to serving their one year commitment. The following are member responsibilities:
- Serve as the hiring committee for the Board Coordinator.
- Attend Monday and Wednesday meetings, arriving promptly and prepared for the meeting.
- Attend a mandatory weekend training retreat at the end of October.
- Active participation in the deliberations of S&A Board Meetings and its various subcommittees.
- Engage in constructive dialogue on any issues being considered.
- Act as a liaison to assigned Tier I and Tier II groups. As a liaison, improve the Board's knowledge of particular plans, report on the progress of organizations, and explain budget forms to group coordinators. This implies that liaisons understand the forms well enough to clarify them to the coordinators. As needed, point out possible pitfalls in writing budgets and clarify questions about budget requests. Meet with respective coordinators during their regular office hours, and attend at least one of the group's events.
Chair Selection and Responsibilities
After the selection of the S&A Board, the nine members are required to select one member of the Board to serve as Chair. The Chair's primary responsibility is to submit the S&A Boards developed funding recommendations to the Vice President for Student Affairs and the Board of Trustees for review.
Board Coordinator Selection and Responsibilities
Board Coordinator selection takes place during the Fall Quarter after the selection of the S&A Board. Currently enrolled students are eligible to apply. Selection of the new Board Coordinator is the responsibility of the current Board members. The following are coordinator responsibilities:
- Facilitate S&A Board meetings.
- Assist, recruit, and train board members hired mid-year.
- Provide information and facilitate communication for the Board members.
- Maintain regular office hours at the S&A Workstation/Office.
- Prepare meeting agendas and other necessary materials.
- Disseminate information concerning the Board's actions.
- Act as a liaison with campus offices and committees.
- Assist in submitting the S&A Board developed budget for review by the S&A Board.
Office Manager Selection and Responsibilities
Office Manager selection takes place in the Spring Quarter to serve during the coming Academic Year. Currently enrolled students are eligible to apply. Selection of the new Office Manager is conducted by the S&A Board and members of the Geoduck Student Union. The following are office managers responsibilities:
- Record, type, and post meeting minutes. Submit a copy to all Board Members, post on bulletin board and revise when needed.
- Prepare materials for the Board members in a timely fashion.
- Provide written or telephone confirmation of all appointments with the Board, i.e. Special Initiative requests, Tier I and Tier II budget request hearings, etc.
- Maintain regular office hours at the S&A Workstation/Office.
- Check the mail and voice mail messages each day.
- Type agendas and keep bulletin board updated.
- Make sure all equipment (i.e. Speakerphone, digital recorder etc.) is working and all materials that are needed for S & A Board meetings are ready before the meeting begins.