This procedure sets the timeline and process for the Student Activity Fee recommendation made by the Lane Community College Student Government Association (SGA), also known as the Student Activity Fee Committee.
In alignment with Oregon Revised Statutes (ORS 341.470), SGA will provide an experience that supports the cultural and physical development of all students. SGA will develop and recommend an annual Student Activity Fee (ASLCC fee or fund) budget to the College President on behalf of the ASLCC. Board Policy 5032 requires the President to start this process by October 30 each year.
The recommendation to the President provides the amount and allocation of the mandatory student activity fee for the next academic year. SGA will make recommendations based on content- and viewpoint-neutral criteria. The recommendations address the level of student engagement via recognized student organizations and other LCC services or programs. SGA will choose programs or activities that meet an identified student need or interest and provide services not otherwise conveniently or inexpensively available. Entities, including LCC Departments and Department Student Organizations, must submit a full account each year by November 1 to request funds. SGA will also allocate funds to the group that supports recognized student organizations, which is chaired by an SGA member. This allows recognized student organizations to access funds.
That recommendation will then be reviewed by the President, and if consistent with the SGA funding criteria, recommended to the Board of Education for approval.
Annual Budget Process Timeline
| Date/Period | Activity |
| First Week of Fall Term | SGA convenes an initial public meeting the first week of the term (earlier than Oct. 30 to allow more time for planning). |
| October 1-15 | Department Student Organizations, departments, and service providers (units) are invited to submit a Budget Request to SGA for the allocation for the next academic year that will include prior year expenditures and proposed itemized budgets, using an online platform for the next academic year (e.g., Engage software or equivalent when it becomes available). |
| October 16-31 | SGA members are available to schedule consultation meetings with each requesting unit to review past budgets, clarify upcoming goals, and provide guidance in collaboration with admin with Student Engagement. |
| November 1 | The deadline to submit is November 1. Annual budget reports and proposed budgets are due. Late submissions will not be considered unless a procedural error occurred. Lane SGA can change ASLCC financial policies after their first public meeting of the month, however policies will go in place the next fall. However SLL maintains the right to make it effective immediately. |
| November | SGA holds budget hearings with each requesting unit. These are public, and all questions and responses are recorded via minutes. DSO's Advisors and admin are not allowed to answer, but can respond if offered a direct question from SGA. |
| December | By the first Friday of December, SGA submits recommendations to the President of Lane Community College. A copy will be sent to units and are able to appeal until the last day of the Fall term. |
| January | During the first week of January, SGA will review the appeals. By the second week of January appeals will be heard if granted. For the appeal process see below. |
| February | By no later than February; SGA finalizes funding recommendations during their public meeting and prepares a formal budget package. |
| Spring Board of Education Meeting (March-April) | The President forwards the budget recommendation to the Board of Education, accompanied by written statements affirming compliance with viewpoint neutrality and ORS 341.470. If rejected, the Board is requested to state reasons publicly. |
Any changes to this schedule must be approved by the Director of Student Life and Leadership and will be communicated publicly.
Student Government Authority & Legal Compliance
- Per ORS 341.470, the Lane SGA is the recognized student government and holds the sole authority to allocate mandatory student-initiated fees.
- The Board of Education shall collect these fees upon SGA's request through the SGA-led process.
- The College President or Board may not unilaterally alter allocations unless:
- Allocation violates the law,
- Conflicts with contractual obligations, and/or
- Increases the total budget beyond tuition increases.
- Disputes will follow the resolution steps in ORS 341.470(5)-(6), with collaboration first and appeal second.
Student Governance Authority & Legal Compliance
- Per ORS 341.470, the Lane SGA is the recognized student government and holds the sole authority to allocate mandatory student-initiated fees.
- The Board of Education shall collect these fees upon SGA's request through the SGA-led process.
- The College President or Board may not unilaterally alter allocations unless:
- Allocation violates the law,
- Conflicts with contractual obligations, and/or
- Increases the total budget beyond tuition increases
- Disputes will follow the resolution steps in ORS 341.470(5)–(6), with collaboration first and appeal second.
Appeals Process
Appeals are not heard solely on the basis of disagreement with the decision of the SGA. Grounds for appeal are honored by the SGA when one of the following is found to have occurred:
- Deviations were made from this procedure; or
- Facts were missing at the time of the initial review that could not reasonably have been known then.
The appeal process will be administered in a manner that is consistent with the College’s commitment to content and viewpoint neutrality and its obligations under federal and state nondiscrimination laws.
The steps for an appeal are as follows:
- To submit an appeal, the requester must provide a written statement to the SGA that outlines the grounds for appeal and clearly identifies either any deviation from procedure or any missing facts. Appeals that do not address these elements will be denied.
- The SGA Chairperson may grant or deny the appeal. The Chairperson must grant the appeal if an identified procedural deviation occurred or if the facts submitted by the requestor were not present at the time the Committee made its initial decision. If the SGA grants a review, it shall reconsider the prior decision at its next meeting or a specially scheduled meeting.
- Upon reconsideration by the SGA, it may either (a) affirm the original decision or (b) award more than the original allocation. (c) Award less than the original allocation.
- If the review is denied or the requester is not satisfied with the decision of SGA upon reconsideration, the requester may further appeal that decision to the President of the College.
- The Lane Community College President may either affirm or reverse the decision of the SGA. Such a decision must be based upon the criteria in this procedure. The President's decision shall be communicated to the requester within five academic days of the decision. The President's decision is final.