POLICY #11.8
SUBJECT: General Student Fee Advisory Board

I. PURPOSE

This Policy establishes the process of annual review and recommendations from student representatives to the University administration, Board of Trustees, and Board of Higher Education on student fees and their allocations, including increases in existing fees, reduction of existing fees, elimination of existing fees, and the addition of new student fees. The main purpose of the General Student Fee Advisory Board (Fee Board) is to review student fees and to formalize the involvement of student leaders and selected University representatives in the student fee recommendation process. General Student Fees may be requested and used for the following purposes:

To secure bonds to construct or renovate a specific facility, as approved by the student body. Such facilities shall be for the enrichment of the student experience and may not be for the construction of instructional space;
To fund operation and maintenance, capital improvements, and other necessary operational expenses for student-approved facilities; and
For student activities, programs, resources, and services from which the general student body may benefit.

Course fees and program fees are not included in the scope of the Student Fee Review process and should be submitted through the appropriate academic process.

II. REFERENCES

Southern Utah University Policy 5.4 Board of Trustees Bylaws
Southern Utah University Policy 6.42 Program and Course Fees
Southern Utah University Policy 11.1 Constitution of the Southern Utah University Student Association
Utah Code § 53H-8-203 Combined requests for appropriations -- Board review of operating budgets -- Submission of budgets -- Recommendations -- Hearing request -- Appropriation formulas -- Allocations -- Dedicated credits -- Financial affairs
Utah System of Higher Education Policy R510 Tuition and Fees
Utah System of Higher Education Policy R516 General Student Fees

III. DEFINITIONS

General Student Fees (Fee or Fees): Institution-wide mandatory fees are assessed upon registration based on enrollment type/category and the number of credits in which a student is enrolled for the applicable semester. These fees support programs and services that benefit students broadly and promote belonging, enrichment, and success across the campus community.
General Student Fee Advisory Board (Fee Board or Board): An institutional committee composed of students, staff, and administrators that oversees the establishment, review, revision, or repeal of General Student Fees.
Voting Students: Students who are currently enrolled and pay student fees.
Deciding Vote: A Deciding Vote is used to determine if a proposed fee change passes or fails when General Student Fee Advisory Board votes are evenly split.

IV. POLICY

Fees shall be published on the University website.
Revenue from Fees is restricted to the specific program areas, facilities, and services for which they are approved and shall be established to cover budgeted expenses. Fund balances may accumulate for large expenditures needing multi-year revenues only if planned, budgeted, and pre-approved by the Board of Trustees. Institutions shall annually budget General Student Fee revenue and expenses and shall account for the revenue of each General Student Fee individually and separately from other sources.
Fee Board composition:
1. The SUUSA Student Body President serves as the Board chair in a limited voting capacity. The Student Body President votes only in case of a Deciding Vote;
2. The Vice President for Student Affairs (or designee) serves as the vice-chair in a non-voting capacity;
3. Director of Student Involvement and Leadership (or designee), in a non-voting capacity;
4. One (1) designee from the University Financial Services to serve as a financial advisor, in a non-voting capacity;
5. The SUUSA Executive Council; and
6. The SUUSA Senate.
Fee Board Process, Expectations and Meetings
1. The Board must be formed by the second Friday in October each year.
2. All Board members are expected to attend all scheduled meetings with the exception of those members unable to attend due to illness or other campus obligations.
  1. Any other exceptions must be cleared by the chair or vice-chair.
  2. Members may attend meetings via video conference and cast their votes accordingly.
  3. Proxy voting is not permitted.
3. The Board will review all fees in the following ways, depending upon how much information is needed in order for Board members to make an informed recommendation to the President's Leadership Council:
  1. Step 1: All Board members will independently review all of the submitted Fee Review/Request Forms. A vote will be held and an informed recommendation will be made. For fees that do not pass (with at least two-thirds of the quorum of the Board) from this round of voting, those fees move to step 2.
  2. Step 2: If further information is still needed to make an informed vote and recommendation after step 1, the Board may request a formal presentation by the requesting area at a Board meeting. After listening to the presentation, the Board will hold a vote in person and make a recommendation.
Annual Review Process
1. 1. The Vice President for Student Affairs office will send a Fee Review/Request Form annually to all areas currently receiving a student fee by the second Friday of October. The completed form is due back to the Board by the second Friday of November. All areas receiving a fee are required to return the Fee Review/Request Form every year unless exempt from review as outlined in this Policy.
    
    There will be public campus notification of the annual fee review process posted on the MySUU portal, sent to all of campus via the Campus Flier email, and a personal email is sent to all offices that have an existing fee. If any areas/departments find it appropriate to request a new student fee, they may obtain a Fee Review/Request Form online or from the Office of the Vice President for Student Affairs. The Fee Review/Request Forms must be submitted by the second Friday of November.
  2. The Fee Board will review each fee annually and make a recommendation.
  3. With help from the designee from Financial Services, the Board shall review University enrollment impact on General Student Fee revenue, examine whether each General Student Fee may be proportionally adjusted with enrollment change, and assess the adequacy of fund balances as allowed in section H of this Policy.
    1. If a new fee request is submitted that exceeds $10 a semester, or if an area with an existing fee requests an increase in excess of $10 a semester, the Board may make a motion to organize a student vote to allow for the entire student population to have the final vote. In order to organize a student vote, the motion must pass by two-thirds of the Board. If the motion does not pass, then the Board maintains the authority to vote on the fee request.
      1. If a student vote is administered, it must be completed before the Truth in Tuition hearing, which is typically held in late February or early March. A student vote must be active for a minimum of three (3) business days. Therefore, a decision to move forward with a vote should be made by early January to allow adequate time to educate students on the topic and administer a student vote.
        
        The vote will be organized by Board members and the Office of Student Involvement and Leadership. If necessary, the Office of Institutional Research and Assessment and the Office of Marketing Communication may be enlisted to assist with the effort.
      2. If a vote is administered to fee paying students, the fee passes if it receives a majority (50%+) of votes in favor. The fee fails if it does not reach a majority of favorable votes.
  4. The Board shall adopt and publicize a tentative list of dates and times for its meetings:
    1. Kickoff Meeting - An initial meeting with the Board to review the Student Fee Committee process and outline the schedule of upcoming meetings.
    2. Individual review of Student Fees - Board members individually review submitted fee requests and form preliminary opinions on each proposal. Initial opinions/votes are submitted to the Board chair via electronic means.
    3. First Meeting - The Board meets to review each fee request and their submitted initial opinions. In this meeting, the Board briefly discusses each fee, their initial opinions, and holds a first vote for each fee. Fees that pass with a two-thirds (⅔) majority will be moved forward and not need further discussion. Fees that do not meet that threshold will continue in the fee process as outlined. The Board will provide the requesting party a list of questions and desired points of clarification which will be presented in the second meeting.
    4. Second Meeting - A meeting where fee requesters answer questions and present any additional information requested by the Board. Time for public comment will be available. At the conclusion of each fee requester's remarks, the Board takes a vote. Fees that pass with a two-thirds (⅔) majority will be moved forward and not need further discussion. Fees that do not meet that threshold may continue in the fee process as needed.
    5. Third Meeting (if needed) - A third and final meeting may be held if a fee request fails to pass with a two-thirds majority in the second meeting. In this third meeting, the requesters will be invited to present information about the impact of a fee removal or decrease. After their presentation, a final vote will be conducted.
  5. After the Board completes its yearly fee review process, a recommendation letter regarding General Student Fees will be written and signed by the Board Chair. The fee recommendation letter is forwarded to the President’s Cabinet, President’s Leadership Council, the SUU Board of Trustees, and then to the Utah State Board of Higher Education for their respective review and approval. Ultimate responsibility for approving General Student Fees continues to reside with the Board of Higher Education. Once all levels of approval have been met, the requesting areas will be notified of acceptance, adjustment, or denial of their request.
5-year Comprehensive Review
1. In addition to the annual student fee review process, as outlined in USHE policy R516, in the years ending 0 and 5 the Fee Board “shall comprehensively review all General Student Fees and determine whether each fee should be retained, transitioned to tuition or state appropriations, or repealed.” A report of the comprehensive review will be reviewed and approved by the SUU Board of Trustees and then submitted to the Utah State Board of Higher Education.
  1. SUU’s 5-year Comprehensive Fee Review process is as follows:
    1. The Fee Board will conduct their annual review of all Fees as outlined in this policy and submit their recommendations up through the process for review and approvals. In the years ending in 0 or 5, the Fee Board shall also answer the following questions in regards to each fee:
      1. Is this student fee used to fund instruction, academic support, general administrative expenses, or other expenses that should reasonably be covered with state appropriations, tuition, or user fees?
      2. Are there alternative funding sources that should be considered for this fee?
      3. Is this fee justifiable, reasonable, benefits students, and defensibly charged as a cost to every student assessed at registration?
      4. Is revenue from this fee intended to generate revenue to offset previously enacted Board of Higher Education fee freezes or access/affordability measures or to offset legislative budget reductions or reallocations?
      5. Could this fee-receiving area be moved into tuition rather than remaining within Student Fees?
      6. What potential benefits and drawbacks would arise from moving this specific fee area into the tuition model?
    2. At the conclusion of the fee review process, the Fee Board Chair and Vice Chair will meet with a representative from the Board of Trustees, the University President, and the CFO/Vice President for Finance to review the recommendations from the Fee Board and their answers to the Comprehensive Review questions.
    3. The Chair and Vice-Chair of the Fee Board will then present a report of the annual review and the comprehensive review to the President’s Cabinet, the President’s Leadership Council, and the Board of Trustees for approval.
    4. The Board of Trustees submit a report to the Board of Higher Education signifying that they have reviewed and approved the student fees as constituted, and whether each fee should be retained, transitioned to tuition or state appropriations, or repealed.
Facilities Fees
1. General Student Fees for facility construction or renovation projects shall conduct a vote of the student body unless the project does not expand the facility’s capacity and does not exceed $6,000,000.
2. Fee paying students shall be notified of the proposed facility fee at least 30 days prior to a vote and provided the following information regarding the purpose and amount of the proposed fees:
  1. Details of the proposed facility and estimated costs for construction;
  2. The projected amount of the General Student Fee needed to fund the debt service for the cost of facility construction or renovation;
  3. The estimated length of debt service;
  4. The estimated costs, over the life of the facility, for the operation of the facility, including operation and maintenance and capital improvements; and
  5. The project amount of the General Student Fee to cover the cost of facility operation.
3. A majority of voting students must vote in favor of the proposal in order to move it forward through the approval process outlined in the section H of this Policy.
4. Fees established for constructing or renovating a student-approved facility shall be repealed by the beginning of the academic year after bond obligations end. Fees created or adjusted for a student-approved facility operation may continue and shall be annually reviewed and adjusted according to the outlined procedures.
Student Fee Recommendations and Approval
1. The Fee Board has the option to recommend decreasing a fee amount, unless the fee is exempted from adjustment as outlined in the section G of this Policy. Additionally, debt covenants include provisions to automatically increase fees by the amount necessary to meet debt service payments in the event a shortfall in funding occurs.
  1. If the Board is considering decreasing or removing a fee amount, the recipient area will attend meeting three, as outlined above, to present to the Board to justify the need for the current fee prior to the final vote on reducing or removing the fee.
2. A Board recommendation must pass by a two-thirds majority of the quorum. A quorum consists of at least three-fourths (¾) of the voting Board members.
  1. Board members are expected to form an opinion and are required to vote on each motion and fee. Votes of "abstention" will not be recognized and the votes will either pass or fail based on a two-thirds majority of the remaining voters.
3. Currently enrolled students shall be notified of the General Student Fees proposal and the date, time, and location of a student hearing on the proposal. This hearing is typically held in conjunction with the annual Truth in Tuition hearing.
4. Fees go into effect at the beginning of Summer semester each year.
Fee Compliance
1. The use of student fees will be subject to applicable federal, state, and University rules, regulations, laws, policies, and procedures.
Records
1. All Fee Request/Review Forms, recommendation letters from the Board Chair and Board meeting minutes will be maintained by the Office of the Vice President for Student Affairs.
Restrictions
1. Student fees may not be used to fund:
  1. programs or services that should reasonably by supported by state appropriations, tuition, or auxiliary funds;
  2. facilities, except as allowed in the section titled "Facilities Fees";
  3. direct instructional costs; and
  4. general administrative expenses.

V. RELEVANT FORMS/LINKS

N/A

VI. QUESTIONS/RESPONSIBLE OFFICE

The responsible office for this Policy is the Vice President for Student Affairs.

VII. POLICY ADOPTION AND AMENDMENT DATES

Date Approved: November 12, 2004

Amended: December 3, 2008; June 14, 2012; December 1, 2016; December 4, 2019; December 2, 2021; April 25, 2024; February 19, 2026;

POLICY #11.8 SUBJECT: General Student Fee Advisory Board