ADMINISTRATIVE RULE NO: 7015-05

RELATED TO POLICY SERIES NO: 7015

TITLE: CO-CURRICULAR ORGANIZATIONS

Co-curricular programs are designed to enhance the learning process and development of students. Co-curricular programs shall have stated learning outcomes and shall provide opportunities for extended application of existing academic programs or course materials to learning activities beyond the classroom. These programs provide services or activities which support the more formal curricular experience of students.

PROCESS TO FORM A CO-CURRICULAR PROGRAM

A co-curricular program shall be sponsored by a division or academic department, advised by one or more LBCC faculty members and shall have stated learning outcomes for accountability. The following process shall be used to form a co-curricular program:

  1. One or more faculty members petition an academic division or department requesting sponsorship.

    1. Petition will identify proposed advisor, proposed advisor-related workload/FTE to be paid by division/department, proposed release time (if any), proposed budget (including grant requests), resource needs, and identified learning outcomes.

    2. Petitions are accepted annually in conjunction with the budget cycle of the Co-Curricular Budget Committee.

    3. Co-curricular funding may not be available until the following college budget year.

  2. The sponsoring academic division or department will review the petition to determine whether to sponsor. Review shall include, but not be limited to the following:
    1. Consideration of the level of academic need and contribution to learning.

    2. The level of financial support the academic unit is able to contribute, which combined with fund-raising must be a minimum of 20% of total program budget, either for materials and supplies and/or paid staff workload.

  3. Petitions sponsored by an academic area are then forwarded for review by Risk Management and the Director of Institutional Equity, Diversity & Inclusion

  4. Petitions are finally forwarded to the Co-curricular Budget Committee for review of budget and grant requests and to establish next year's co-curricular fee-based funding.

  5. After initial approval by the committee, the petition will be forwarded to the Vice President, Student Development for final budget action.

  6. An approved co-curricular program has all the rights and privileges afforded to recognized student clubs; hence, a co-curricular program is not eligible for simultaneous student club status. See AR 7015-03.

  7. Co-curricular programs shall be accountable to both the sponsoring academic unit and the co-curricular budget committee for reporting outcomes, impacts, performance, and spending.

  8. Continuation of an equivalent revenue contribution of 20% from a combination of fundraising, donations, and academic unit support.

  9. Continuation of co-curricular funding from fees shall be dependent on participation in the Co-curricular Budget Committee's processes and decisions.

A Co-curricular Budget Committee shall determine how co-curricular fees shall be budgeted to sponsored co-curricular programs in good standing. The Co-curricular Budget Committee shall operate under a set of rules as proposed by the committee and approved and by the LBCC College President.

FINANCING CO-CURRICULAR PROGRAMS

Recognized co-curricular programs are funded through the following:

  1. Service fees, gate receipts, advertising revenue, honoraria, advisor directed fundraising activities, and if approved, co-curricular fees.

  2. Co-curricular programs must have financial support from the instructional area and follow all recognition and annual budgeting procedures.

  3. To maintain status as a co-curricular program, each program must earn a minimum of 20 percent of total budget, through a combination of academic unit support and fundraising, not including grants.

  4. Co-curricular programs may carry over excess revenue or unspent resources from year-to-year, not including grants.

  5. With recognition, co-curricular programs have access to request co-curricular fee- based funding through the annual Co-curricular Budget Committee process.

    1. Programs may request co-curricular fees to assist with the program's activities and may request grants for students leading within the program.

    2. Recognized co-curricular programs must satisfy certain requirements to remain eligible for fee-based funding. Faculty advisors will ensure:

      1. Co-curricular Programs have 20% of annual revenues generated through sources other than SAP funds;

      2. Activities and operations conducted by the group are in accordance with institutional policies and procedures, as set out in the Club Handbook, other college documents, and as directed by the Co-curricular Coordinator; and

      3. Co-curricular annual reports, long-term plans, outcome commitments, and budget and resource requests are submitted timely to the co-curricular budget committee or the Associate Dean, Student Development.

    3. Co-curricular programs shall provide a student member to serve on the Co- curricular Budget Committee as needed for a one-year term on a rotation schedule.

    4. Co-curricular program advisors shall serve as needed on the Co-curricular Budget Committee on a rotation schedule.

CO-CURRICULAR TALENT GRANTS

  1. Grant Purpose
    Co-Curricular Talent Grants are used to recruit and/or acknowledge performance and contribution to meaningful student engagement.  Grant awards to co-curricula’s shall be based upon established need and planned grantee contribution. 

  2. Co-curricular Talent Grant Value
    Talent grants are awarded to students to cover the established in-state tuition rate.  Talent grants do not pay fees. One talent grant awarded by the co-curricular budget committee shall be the equivalent of 12 credits of tuition at the standard, annual rate of in-state tuition.  Talent grants may be awarded to students in credit units from 3-12 credits per term.

  3. Grant Awards and Funding
    As part of its annual budget process, the Co-curricular Budget Committee shall create a process by which co-curricular programs may request talent grants during the annual budget cycle. Grants are to be awarded to students in the term of serving the co-curricular program and submitted to Financial Aid by the end of the first week of the term to be included as part of a student’s total financial aid package.  The College will make every effort to finance talent grants before adjusting co-curricular program budgets.

  4. Expectations of Grantee and Non-Performance
    Programs must annually provide to the student and the budget committee a description of the leadership role, expectations and/or contribution to be fulfilled by the grantee and the eligibility criteria for awarding talent grants.  Students must meet eligibility criteria and fulfill role expectations to maintain a talent grants.  If specific performance or times/dates of service are required, they shall be agreed upon in advance.  If a co-curricular program advisor has concerns about possible non-performance by a grantee, the parties shall discuss expectations and the advisor will allow a reasonable time to for the student to meet standards.  If a grantee continues not to perform, the talent grant may be revoked by the advisor with written notification to the grantee. 

  5. Appeal
    Appeal of grant revocation shall be to the Director of Institutional Equity, Diversity & Inclusion or her designee with 10 days of revocation; appeal shall be solely on the basis of whether performance did or did not meet agreed expectations; the Director’s decision shall be final last appeal.

  6. Unawarded Co-curricular Talent Grants
    Co-curricular programs are expected to award all talent grants annually or notify the Director of Institutional Equity, Diversity & Inclusion by winter term of any unawarded funds. Unawarded funds may be redistributed for the remainder of that year to special projects or other co-curricular needs. Funds not awarded by the end of a fiscal year return to the College’s General Fund.

PROGRAM REPORTING AND BUDGET REQUESTS
The use of talent grant funds by co-curricular programs will be regularly assessed to ensure that all funds are being invested to create maximum benefit to vital campus life and learning. The reallocation of talent grants will be done through the annual Co-curricular Budget Committee process and through close program review once every three years.  The Co-curricular Budget Committee shall design forms and processes for requesting co-curricular program status reports, spending reports, and budget requests.  In the annual budget process, programs will report learning outcomes and contribution to campus life, as well as apply for co-curricular fee-based funding.  The Co-curricular Budget Committee shall review requests per its rules and procedures.  The committee determines whether programs meet co-curricular expectations and comply with its guidelines.  The committee makes budget recommendations to the Director of Institutional Equity, Diversity & Inclusion.

PROGRAM REVIEW
Once every three years, each co-curricular program will be expected to participate in close program review.  The Co-curricular Budget Committee shall be responsible to set out a process and forms for program review.  Programs will demonstrate achievement of program goals and learning outcomes, including student success and completion rates of participants.  They will report on the leadership role and work of grantees over the past three-year cycle.  They will report on the co-curricular program’s contributions to LBCC campus life and the community.  Programs will account for spending and benefits created by use of invested funds.  Programs demonstrating the highest contributions to vital campus life shall be given funding preference. 

FINAL ACTION
The Vice President shall have final authority to act upon committee recommendations and to act during periods where no committee is in session.

DATE OF ADOPTION: 08/13/84

DATE(S) OF REVISION(S): 02/20/01; 06/02/09; 05/02/13; 5/3/18

DATE OF LAST REVIEW: 5/3/18