Guidelines for Registration Fee Funding

This document has three purposes:

• It provides information for students on how their Registration Fee funds are allocated.
• It provides guidance for the Student Fee Advisory Committee (SFAC), Vice Chancellors, Deans, Provosts, and others who consider programs for funding from the University Registration Fee.
• It outlines the process by which the SFAC makes recommendations to the Chancellor regarding the allocation of University Registration Fee funding and describes the documentation, which should be prepared to support a request.

What is the University Registration Fee?

The University Registration Fee is a mandatory fee charged to each registered student. The fee is set by the Regents of the University of California. Currently, it is the same for all campuses in the UC system. For several years, the State has provided funding in lieu of an increase in the fee so that the amount paid by students remains the same. This funding is also considered income that falls within the responsibilities of the SFAC.

Income from the University Registration Fee is used to support services, which benefit students and are complementary to, but not a part of, the instructional program. These programs create a supportive learning environment and provide general student enrichment. 

The University Registration Fee is not intended to support the core academic functions of the university. These functions include the direct costs of instruction, libraries, the offices of admission and registration, student financial aid, and core campus administration.

Who approves use of the University Registration Fee?

• The Chancellor is authorized to approve use of the University Registration Fee, subject to University policies and guidelines. By University policy, the Chancellor seeks advice from the campus Student Fee Advisory Committee on issues related to student fees.
• The Student Fee Advisory Committee advises the Chancellor on the use of student fees, institution of new fees, revision of existing fees, and programmatic requirements of student services. The UCLA SFAC consists of four graduate students, nominated by the Graduate Student Association; four undergraduate students, nominated by the Undergraduate Student Association Council; three administrators, nominated by the heads of their respective organizations; and one faculty member, nominated by the Academic Senate.
• The Office of Academic Planning and Budget (APB) is the office of record for matters concerning appropriate use of University funds and advises the Chancellor and the SFAC in this capacity.

The UCLA SFAC does not allocate funds directly, but makes recommendations to the Chancellor regarding the uses of the Registration Fee and student user fees, which support student services. Individual units may not make budget requests directly to the SFAC, but must make them through the Vice Chancellor, Dean, or Provost at the head of their organization. The Chancellor expects Vice Chancellors, Deans, and Provosts to update their strategic plans annually and to submit annual requests for supporting resources for consideration. The SFAC coordinates its review of funding requests with the Chancellor’s annual strategic planning and budgeting process so that the SFAC’s recommendations can inform the Chancellor’s decision-making. Accordingly, requests for funding should be presented in the context of a strategic or master plan, which identifies the organization’s goals, how the proposed program or activity contributes to goal achievement, the budget plan for the proposal, and all fund sources available to the organization. The SFAC considers requests for support from Registration Fee funds in relation to all funds available to an organization to accomplish its goals. To assist requesting units, the SFAC has established an outline of information it needs to consider new requests (shown below).

The Chancellor makes the final determination on the use of institutional resources after consultation with the Executive Vice Chancellor the Office of Acaemic Planning and Budget, and with the advice of various campus entities as appropriate.

What programs get University Registration Fee funding at UCLA?

As of September 2001, the Registration Fee provides permanent funding to the following programs and units: In addition to the programs listed below, the Registration Fee supports many programs with temporary funding.

Whenever new student support services which are complementary to, but not a part of, the instructional program are proposed, the SFAC and the Administration will review University policy documents (listed below) for guidance on determining whether the new programs are eligible for funding from Registration Fee.

• Planning and Budget Manual, Chapter 6030, University Registration Fee, December 1972
• The University of California Student Fee Policy, January 21, 1994

The Office of Academic Planning and Budget should be contacted for further information.

Is the University Registration Fee used to maintain or remodel existing buildings or construct new buildings?

The University Registration Fee is used for routine and deferred maintenance for facilities occupied by non-instructional student services. It is also used for Capital Improvement Projects in space housing non-instructional student services, except residential, residential dining, and parking facilities. For each proposed capital improvement which will derive capital support from University Registration Fee income, a statement indicating projected operating and maintenance costs of such a facility should be prepared. These costs should include Building Maintenance, Custodial Services, and Purchased Utilities.

• University Registration Fees may be used as appropriations to fund the costs of Capital Improvement Projects.
• University Registration Fees may be used to pay off construction loans.
• Projects may be funded from a combination of a University Registration Fee appropriation and a loan to be repaid from University Registration Fees and/or revenues derived from activities located in the facility.
• University Registration Fees or other campus resources may be pledged in lieu of activity income scheduled for debt service.

Can academic or administrative organizations request Registration Fee funding?

The Registration Fee funds support services which are complementary to, but not a part of the instructional program. If a Vice Chancellor, Dean, or Provost proposes to implement a new service which may conform with the guidelines for Registration Fee funding, he or she is encouraged to consult with APB during development of the proposal. 

Can student organizations request Registration Fee funding?

The SFAC will not consider requests directly from individual student groups. Officially recognized student organizations may apply for allocations from a variety of funding boards, which may be supported by different fund sources. Officially recognized organizations are those that have met Campus requirements of and been registered by the Center for Student Programming (CSP). Funding boards are organizations that have a formal agreement with the University to allocate funds to officially recognized student organizations. These boards include the Program Activities Board’s Campus Programs Committee (CPC) and Community Activities Committee (CAC), the Campus Retention Committee (CRC), the Student Initiated Outreach Committee (SIOC), and the Graduate Student Association’s Publications and Programs Boards. The funding boards charged with administering funds for student organizations are best placed to evaluate such proposals.

If a funding board feels that it requires additional funds to meet its administrative or programmatic needs, it should make such requests to the department through which it gets administrative support.

Independent organizations and individual students may not receive Registration Fee funding.

Can student government request Registration Fee funding?

The Associated Students UCLA (ASUCLA) operates under a 1974 Statement of Understanding that describes the relationship between the Association and the University. The ASUCLA Board of Directors is responsible for the budget and activities of its component programs, including the Undergraduate Student Association Council (USAC) and the Graduate Student Association (GSA). In general, student government programs and activities have not received Registration Fee funding in the past. Questions regarding funding for student government activities should be directed to ASUCLA.

What is the process for requesting funds?

Individual units may not make budget requests directly to the SFAC, but must make them through the Vice Chancellor, Dean, or Provost at the head of their organization. The SFAC strongly encourages organizations to submit funding requests as part of the annual strategic planning and budget process.

Annually the SFAC distributes a budget call letter to organizations already receiving Registration Fee funds. The call letter specifies deadlines coordinated to the Chancellor’s strategic planning and budgeting process and provides any specific instructions appropriate for the year. When proposing augmentations to existing program budgets, units should follow the instructions specified in the SFAC annual call letter.

The following information should be included in any request for Registration Fee funding:

•  A detailed description of the specific services to be provided.
•  Evidence of a client base for these services, as well as evidence of student support.
   
•  An analysis demonstrating that services to be provided from this request would be more comprehensive, more accessible or more cost-effective than similar services already available.
   
•  If this is a request for “start up” funds, potential sources of permanent support.
• Permanent location for the service, if needed.
   
•  How the proposed service would meet the goals outlined in the organization’s strategic plan.The budget plan for the proposal, in the context of the unit’s overall budget, including all fund sources available to the organization. Highlight the extent to which funding will be provided by the organization for the service.

The SFAC reviews the proposal and invites the organization to make a presentation of the budget request. After hearing all proposals, the Committee undergoes deliberations and notifies the organization and the Chancellor of its funding recommendations.

After consulting with the Executive Vice Chancellor and the Office of Academic Planning and Budget, the Chancellor makes a decision regarding the allocation and notifies the organization and the SFAC.

What is the process for requesting Contingency Funds?

If a unit that is eligible for Registration Fee funding has an emergency unforeseen fiscal need, it may be eligible for an allocation from the SFAC Contingency Fund. The fund is reserved for emergency maintenance of student fee-funded facilities or other unanticipated needs critical to the welfare of students and the delivery of student services. The fund may only be used for contingencies that cannot be handled by other resources available to the organization. Only temporary funds may be requested; the Contingency Fund is not intended as a solution to on-going operating budget shortfalls.

Requests for Contingency Funding can be made outside of the normal budget cycle. The request must come from the organization’s Vice Chancellor, Dean, or Provost, not from the department or unit. Requests must be made to the Office of Academic Planning and Budget (APB) and should include a description of the situation, a justification for its consideration as an emergency, and a description of other sources of funding, including prior-year carry forward balances and discretionary resources, that are being used to help meet the need.

APB will analyze the request and forward it to the SFAC. The SFAC may invite the unit’s administration to provide additional information. The SFAC will review the request and APB’s analysis and submit a recommendation to the Chancellor. If the emergency occurs when the SFAC is not in session, APB will consult with the SFAC Chair and incorporate the Chair’s comments into the analysis presented to the Chancellor. The Chancellor will make a decision regarding the allocation. 

For further information, units should contact APB.