1. Operating a Successful Student- Governed Technology Fee Rory McLeod, Chair Student Technology Fee Committee, University of Washington David A. Cox, Technology Director, David A. Cox, Technology Director, Student Access Computing, University of Washington

2. Operating a Successful Student- Governed Technology Fee Copyright Rory McLeod and David A Cox, 2004. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

3. Operating a Successful Student- Governed Technology Fee Rory McLeod, Chair Student Technology Fee Committee, University of Washington David A. Cox, Technology Director, David A. Cox, Technology Director, Student Access Computing, University of Washington

4. University of Washington Student Technology Fee Committee (STFC) Who are we? What do we do? How do we do it?

5. Some acronyms STF, or Tech Fee = the Student Technology Fee STF, or Tech Fee = the Student Technology Fee ASUW = Undergrad student government ASUW = Undergrad student government GPSS = Graduate student government GPSS = Graduate student government

6. Tech Fee History Created in 1996 by RCW 28b.15.051 in conjunction with ASUW and GPSS, and UW Board of Regents Created in 1996 by RCW 28b.15.051 in conjunction with ASUW and GPSS, and UW Board of Regents “Includes, but not limited to: Access to the internet, email, computer and multimedia work stations and laboratories, computer software, and dial-up telephone modems.” “Includes, but not limited to: Access to the internet, email, computer and multimedia work stations and laboratories, computer software, and dial-up telephone modems.”

7. What is the Tech Fee? Fee charged to all UW full-time students, currently set at $38 per quarter ($114 per year) Fee charged to all UW full-time students, currently set at $38 per quarter ($114 per year) Students enrolled for less than full credit charged on a pro rata basis Students enrolled for less than full credit charged on a pro rata basis STF created to be used “exclusively for technology resources for general student use.” STF created to be used “exclusively for technology resources for general student use.” Totals approximately $4 million each year Totals approximately $4 million each year

8. STFC: Who are we? 9 students (voting) 9 students (voting) 6 undergrads, 3 grads 6 undergrads, 3 grads 7 ex-officios (non-voting), 2 employees 7 ex-officios (non-voting), 2 employees Governed by and responsible to ASUW-S and GPSS Governed by and responsible to ASUW-S and GPSS

9. STFC: Who are we? Thoughts on Committee structure: Thoughts on Committee structure: Turnover is a problem with students, but has been managed well so far Turnover is a problem with students, but has been managed well so far Retention is a problem every year Retention is a problem every year Employees and ex-officio’s play a key role Employees and ex-officio’s play a key role Maintaining institutional knowledge is a challenge Maintaining institutional knowledge is a challenge Size of committee is appropriate Size of committee is appropriate

10. STFC: What do we do? Administer and allocate the Student Technology Fee Administer and allocate the Student Technology Fee “Fund student access to technology” “Fund student access to technology” Guide student technology policy Guide student technology policy Make recommendations about level and continuance of fee. Make recommendations about level and continuance of fee.

11. STFC Campus Structure

12. STFC: How do we do it? Annual proposal cycle Annual proposal cycle Send out RFPs (late September) Send out RFPs (late September) Develop and maintain database for proposals (Ongoing) Develop and maintain database for proposals (Ongoing) Hold workshops (fall quarter) Hold workshops (fall quarter) Evaluate proposals (Winter Qtr.) Evaluate proposals (Winter Qtr.) Evaluate semi-annual reports Evaluate semi-annual reports Make awards for first round (end of Winter) Make awards for first round (end of Winter) Evaluate second round proposals (Spring) Evaluate second round proposals (Spring)

13. Creating a Proposal Evaluate Student Need Evaluate Student Need Surveys Surveys Feedback Feedback Experienced Staff (Departmental Vision) Experienced Staff (Departmental Vision) Make a Detailed Plan Make a Detailed Plan Staffing impact (How do we make the time?) Staffing impact (How do we make the time?) Ongoing Costs Ongoing Costs Timeframe for implementation of new services Timeframe for implementation of new services

14. The Proposal Itself Write Proposal Write Proposal Focus on Student Needs Focus on Student Needs Stay realistic Stay realistic Work with partners Work with partners Submit Proposal Submit Proposal Submit via web form Submit via web form Be ready to offer clarification on any points Be ready to offer clarification on any points Wait :) Wait :)

15. Proposal Evaluation Proposal Evaluation Criteria Proposal Evaluation Criteria Guided by student government resolutions, Committee bylaws, Committee findings and many hours of discussion. Guided by student government resolutions, Committee bylaws, Committee findings and many hours of discussion. Basics: Anything “technological” goes but… Basics: Anything “technological” goes but… No ongoing costs No ongoing costs No maintenance costs No maintenance costs No infrastructure, furniture No infrastructure, furniture No staff salaries, benefits, administrative costs No staff salaries, benefits, administrative costs No cost recovery items No cost recovery items No more than 50% instructional use No more than 50% instructional use

16. Proposal Evaluation Money allocated at three different levels: Money allocated at three different levels: Full Full Partial Partial Reject Reject Revise and Resubmit Revise and Resubmit Unfundable Unfundable Partials and rejects may re-submit for second round in Spring Partials and rejects may re-submit for second round in Spring

17. Post Evaluation If approved If approved Reevaluate (time has passed) Reevaluate (time has passed) Implement plan Implement plan Evaluate and submit report Evaluate and submit report If revision is needed If revision is needed Work with STF and partners Work with STF and partners Resubmit Resubmit If rejected If rejected Reevaluate and work with STF to make sure all needs of students are being met. Reevaluate and work with STF to make sure all needs of students are being met.

18. STFC: How do we do it? Spring Quarter Review second-round proposals Review second-round proposals Work with proposal authors to refine rejected proposals Work with proposal authors to refine rejected proposals Discuss supplemental proposals Discuss supplemental proposals Identify projects and initiatives for next year Identify projects and initiatives for next year

19. Some Tech Fee funded items Dial-up modem pool Dial-up modem pool Large general access computer labs Large general access computer labs Medium and small departmental computer labs Medium and small departmental computer labs Laptops and projectors for checkout Laptops and projectors for checkout Digital cameras, scanners, printers, peripherals Digital cameras, scanners, printers, peripherals

20. More Tech Fee funded items 3D Rapid Prototyper for Art students 3D Rapid Prototyper for Art students Backdrops for photographing ceramic art Backdrops for photographing ceramic art HD Video editing equipment HD Video editing equipment Lighting equipment for Drama students Lighting equipment for Drama students Student radio station equipment Student radio station equipment Telescopes for Astronomy students Telescopes for Astronomy students Insurance and warranties Insurance and warranties

21. Tech Fee unfunded items Instruction manuals Instruction manuals Laptops for high-end video editing Laptops for high-end video editing TV Cable installation costs TV Cable installation costs Wiring and port activation Wiring and port activation Other items of a non-valued, instructional, or administrative nature Other items of a non-valued, instructional, or administrative nature

22. Contact Us http://techfee.washington.edu http://techfee.washington.edu http://techfee.washington.edu Techfee@u.washington.edu Techfee@u.washington.edu Techfee@u.washington.edu SACG@u.washington.edu SACG@u.washington.edu SACG@u.washington.edu