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Student Activity Fee Guidelines And Committee : 3:00:00:05

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Responsible Officer: Dean of Students

Responsible Executive: Executive Vice President of Student Success

I. PURPOSE

This policy establishes the guidelines and criteria for the Student Activity Fee at Motlow State Community College (Motlow State), consistent with the Tennessee Board of Regents (TBR) Policies 4.01.03.00 and 4.03.03.00, and T.C.A. § 49-8-109. This policy also provides guidelines for the Student Activity Fee Committee, a recommending body responsible for overseeing the fiscal allocation of student activity fee funds to student clubs and organizations. Information about the Student Activity Fee Committee can be found in Section III of this policy.

II. GUIDELINES 

  1. Use of Student Activity Fees
    1. The Student Activity Fee at Motlow State is used to support cultural, social, athletic, and educational functions that promote active learning inside and outside the classroom.
    2. The Student Activity Fee also funds transition programming such as Welcome Week activities led by staff, students, and faculty during the first week of the Fall and Spring semesters.
    3. Last, the Motlow State Student Government Association (SGA) receives funding from the Student Activity Fee for operation of the SGA, events, programming, and leadership skills training for SGA members.
  2. Approval of Student Activity Fees
    1. Student Activity Fees at Motlow State must be approved by the TBR, pursuant to TBR Policy 4.01.03.00.
    2. Portions of the fees allocated to the SGA may be recorded in the restricted fund as an SGA fee.
    3. A referendum providing for an increase in the portion of the student activity fee received by the SGA may be held for student body approval or rejection. Per T.C.A. §  49-8-110, the referendum shall be held if the SGA legislative body votes to hold such a referendum and if the Executive Vice President for Student Success (or their designee) approves the decision to hold a referendum. In the event a majority of the students voting in the election approve the question submitted in the referendum, then that portion of the student activity fee allocated to the SGA shall be increased by the amount approved, subject to TBR approval.
    4. The increased portion shall be used for student projects, student activities, and student scholarships. The uses shall be approved by the Dean of Students at Motlow State.
    5. The student activity fee portion will be unrestricted current funds revenues. These fees are refundable on the same basis as tuition or as established by Motlow State.
  3. Application for Use of Student Activity Fees
    1. Groups applying for use of student activity fees must be recognized by Motlow State as providing the campus with the cultural, social, athletic, and/or educational programs outlined in Section I.A of this policy.
    2. Requests of under $500 can be sent directly to the Dean of Students via email at deanofstudents@mscc.edu, with a breakdown of expenditures and event details within these policy guidelines.
    3. Requests of over $500 shall be submitted via a funding application form (found online in the MyMotlow tab on the Motlow State website, listed as “Student Activity Forms,” under the “Employees” tab). This form will be reviewed and considered by the Student Activity Fee Committee (as outlined in this policy).
    4. Funds are allocated on a first-come, first-served basis after review of application and/or approval by the Student Activity Fee Committee, or Dean of Students (as outlined in Section II.C.1 and 2 above).
    5. There is no limit to the amount of events for which one entity can request funds; however, the entire amount per entity will be considered in the committee’s determination of fund appropriation or by the Dean of Students depending on the amount (as outlined per this policy). The amount per entity/per year shall not exceed $5,000. Special consideration will be taken for student leadership conferences or training.
    6. An evaluation of the event must be submitted to the Dean of Students office on the last day of classes for which the event took place. If an evaluation/assessment is not turned in, this will be taken into account for future requests and may jeopardize funding.
    7. Requests will not be considered that may violate TBR policy, state, or federal law and/or guidelines.
  4. Disbursement of Awarded Student Activity Fee funds
    1. The Dean of Students shall be responsible for allocation of funds to awarded groups/activities. For SGA funds, allocation will be overseen by the Dean of Students along with SGA leadership and advisors.
    2. All paperwork, including a request-for-purchase form, roster of all participants, waiver-of-liability forms, and TR-1 forms (if internal funds are used) must be filed by faculty or staff requesting the funds. The Dean of Students office is not responsible for completing this paperwork.
    3. All requests for funds related to travel (including lodging) must adhere to Motlow State Policy 4:03:03:50, and TBR Policy 4.03.03.00.
    4. Group rates are to be obtained for theatrical productions and documentation should support the rate.
    5. No transportation costs will be funded for individual members of an organization who do not ride with the group.
    6. Institutional vehicles must be used, if available.
    7. Failure to adhere to all guidelines listed in this policy may jeopardize future funding.
    8. The Dean of Students may approve exceptions to these guidelines under exceptional circumstances.
    9. Any group requesting student activity fee funds to be utilized for chaperones should justify the number of chaperones in the written request presented to the committee. The general rule will be one (1) chaperone sponsor for every four (4) students.

III. STUDENT ACTIVITY FEE COMMITTEE

  1. Purpose
    1. The Student Activity Fee Committee serves as a recommending body responsible for overseeing the fiscal allocation of student activity fee funds to student clubs and organizations. The committee ensures that all funding requests adhere to established policies and serves the best interests of the Motlow State student body.
  2. Duties
    1. To encourage the participation of all clubs, organizations, and courses that support social, athletic, cultural, and educational activities;
    2. To adhere to the guidelines aforementioned in Section II of this policy;
    3. To hear and vote upon requests for student activity fee funds submitted by any entity that exceeds $500;
      1. Any request below $500 or requests from a different activity fee fund not titled “Student Activity Fee,” including the SGA, should be requested directly with the entity over said funding.
    4. To submit the committee’s recommendations to the Dean of Students; and
    5. To meet within the first month of each Fall and Spring semester. The committee will not meet in the summer; requests in the summer shall go through the Dean of Students and must follow the same policy guidelines with the exception of presenting the request to the Student Activity Fee Committee.
  3. Members
    1. Two (2) faculty members;
      1. Faculty members shall be nominated by the Executive Vice President for Academic Affairs, or their designee. Faculty members shall be appointed for a two-year term in rotating years.
    2. Two administrative/professional staff members;
      1. Administrative/professional staff members shall be nominated by the Executive Vice President for Student Success, for a two-year term.
    3. Two students from any club or organization with interest in being on the committee (membership dependent upon active student status within Motlow State and may not exceed a period of two consecutive years);
    4. Dean of Students (Committee Chair, ex-officio, votes only in the event of a tie, discrepancy, or if there may be a conflict of interest).
      1. The Dean of Students may override a member signature, if the member of the committee has not responded to requests after five (5) attempts to obtain vote and signature on a request. The inactivity of a committee member after five signature overrides by the Dean of Students may jeopardize the membership and further participation in the committee; and
    5. The Dean of Students’ Administrative Secretary (ex-officio, non-voting).

IV. DEVIATIONS TO SUBMITTED FEE REQUESTS 

Deviations from the original request recommended by the Student Activity Fee Committee must be approved by the Committee Chair.

SOURCES

TBR Policies 4.01.03.00, 4.03.03.00; Motlow State Policy 4:03:03:50; T.C.A. § 49-8-109. 

HISTORY

  • Leadership Council Approved: November 4, 2016
  • Revised: September 3, 2013; November 4, 2016; January 23, 2025
  • Institutional Oversight Committee Approved: March 21, 2025
  • President’s Cabinet Approved: April 1, 2025
  • Effective Date/Approved: November 4, 2016; April 1, 2025
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