Board of Governors April 30, 2009

ANNUAL REPORT of the

STUDENT SERVICES COMMITTEE

Respectfully Submitted to: Board of Govemors Respectfully Submitted by: Stephen F. Lecce

March 1 8th, 2009

APPENDIX II Annex 4

ANNUAL REPORT of the

STUDENT SERVICES COMMITTEE

March, 18th 2009

EXECUTIVE SUMMARY

The Student Services Committee (SSC) remained a priority in the 2008 - 2009 term, committing to a renewed focus and emphasis on the ancillary units and their associated fees. The mission of the student representatives was dear: enhance the quality ofhz and expmence ofour students.

The SSC met six times over the course of the year, each meeting consisted of unit presentations, with an opportunity of the unit director to outline the ongoing challenges, funding requirements and issues facing the unit. An emphasis was placed on the student representatives to provide perspective from our students on their perceptions and experiences with the units. In doing so, the USC commissioned a survey in November of 2008, where 4,729 students responded. The survey iindings, (Enclosute I) provided the necessary framework for the student leaders to move forward.

At the &st meeting of the Student Services Committee, on August 20&, 2008, the committee prioritized the units based on need, a historical analysis and from the feedback received from our respective constituents. It was agreed at the meeting that the following six units would present to the committee:

Thompson Recreation and Athletic Centre, Campus Recreation, Off-Campus Housing, Intercollegiate Athletics, Financial Aid, and, Psychological Services at Student Development Services

The Student Services Committee met on February 27&, 2009, to receive a presentation on the 'Report to the Student Semies Committee Student Activty Fee Funded Ann'llay Budgets (2009- 10)' by Mr. Rick Campbell, Manager, Financial Analysis & Budget Admiastration. The student leadership on the committee met in advance, to discuss student priorities, where there was consensus that each of the recommended activity fee rate adjustments was worthwhile and critical to the efficacy of the unit. Moreover, the total fee increase, capped at the estimated rate of Canadian CPI (2.5%) was allotted to the units on a discretionary basis, to ensure priority and urgent needs were addressed, while mitigating the erosion of services provided. It was decided to meet again so the student representatives may consult their respective councils and executives, and make any necessary submissions or amendments to the proposed activity fee report.

On March bth, 2009, the committee approved the recommended increases, with significant discussion regarding the Intercollegiate Athletics fee and the unit's expectations. It was agreed upon at the meeting, that Intercollegiate Athletics would be afforded an inflationary increase (2%), contingent on the removal of all student ticket prices in all university facilities (excluding Homecoming and OUA games). The student representatives consented to this proposal, commencing September 2009.

During these challenging economic times, students continue to shoulder much of the financial

0 burden, via increasing tuition rates, student fees and user rates. As noted in several SSC Final Reports, I would like to reiterate this message as true, now more than ever:

'The k y observation from the budget approvalprocess that the Committee tuishes to bring to the attention oJ the Board oJGovemors is that debt load continues to be a sign$cant shssor for many students. "

As a new student leadership succeeds the current, one reality sustains; an inmanng fical bwden on our students. We must always be cognizant and determined of these challenging realities facing students. Noting this, it is my recommendation that the Board of Governors approve the fees for the student fee funded ancillary units. (Enclosure 11)

Stephen F. Lecce Chair, Student Services Committee University of Western Ontario

BACKGROUND '' The Shdent Scnics Commbee Pmtomlwas created through the procedure outlined by the Ministy Guidelines, established by the Ministry of Education and Training, and the resultant protocol was signed in 1995 between the respective student governments and The Board of Governors of The University of Western Ontario (Western). The USC, SOGS, MBAA and UWO negotiated an agreement that manifested itself in the form of the Student S e ~ c e s Committee. The spirit of the committee is dedicated to the oversight and priority planning necessitated by its students over non-tuition related ancillary fees. The Pmtocoloutlines the scope and authority of the Student Services Committee (SSC) in addition to various structural and procedural details of-the committee.

Key Princi~les in the Protocol

The protocol applies to compulsory, non-tuition related fees as set by the university, and does not include student council fees The SSC shall make submissions to the President, the CCAC, and the Board of Governors on:

o changes or increases to fees o any user fees collected as a pre-condition for use of a student service o any new fee or service o the direction and scope of student services

Should a new fee increase or new fee be instituted without the agreement of the SSC, it will be considered to be contrary to the provisions outlined in the Ministy Guidelines Any fee increase of over four (4) dollars or that represents an increase greater than 5% requires the fee increase to be put to referendum

0 The Guidelines for Compulsory Anullary Fee Policies (Enclosure 111) were released on March 23,1994. The Policy sets the minimum guidelines by which colleges and universities were required to ensure genuine student involvement in establishing compulsory non-tuition-related anullary fees ("'Ancillary Fees"). The Guidelines specifically address increases to existing fees as of 1993-94 and new fees introduced after 1993-94. It is a minimum requirement that such fees are increased or introduced in accordance with the SSC Protocol. Individual institutions could adopt protocols that permitted further approving authority by student bodies.

Memorandum: Education Minister David Cooke

The (former) Minister of Education and Training, David Cooke, distributed a memorandum whch khhghted two specific changes to the Guidelines (Enclosure N):

that increases to Ancillary Fees be approved by students, and that a protocol must be established to permit such increases.

The intent of the changes was highlighted to permit genuine student involvement in establishing Ancillary Fees. The memorandum reads "Spea~cal~, thepohy antinpates that each institution and itx students will work together to develop aprotocol(S) which sets out the means by which students will be involved in decisions concerning compulroy ancila7yfee.f'. Protocols were permitted to incorporate existing practices.

I t also outlines the procedures for establishing said protocol.

0 Principles in the Ministy Guidebnes:

Compulsory andary fees must be non-tuition-related, and must cover items which are not

0 normally paid for out of University operating or capital budgets The institution must provide a breakdown of all fees which explains their purpose sufficiently to allow the student to understand clearly what materials, services or facilities have been made available through payment of the fees The institution must provide a full rationale for each fee, including information necessary for student governments to understand:

o the reasons for its compulsory nature o the purpose of the fee o the costs included in calculating the fee level o the students for whom the fee will be compulsory o the total revenue available from the fee o the process used for developing the fee

The institution must respond with a full explanation to inquiries made by student governments in connection with concerns about any of these fees Exempt from the policy are fees for material or services where the institution acts as a broker with a vendor for the student. These are fees paid by students to the university which do not produce net revenues for the institution, and where the institution is neither the manufacturer nor supplier of the material or service being purchased

SUMMARY 2008 - 2009

Off-Campus Housing

On October 17th, 2008, Mr. Matthews presented on behalf of Off-Campus Housing and Mediation

0 Services (OCH), focusing on the history, function and budgets of the three major Off-Campus Housing areas (Off-Campus Housing Service, Housing Mediation Services and Off-Campus Advisor Program).

Some of the concerns outlined include, the increasing number of students, many of whom live off- campus, particularly graduate students. There are over 28,000 students (graduate, undergraduate and Fanshawe College) from out of town, now living in the London community, which places a strain on housing, noting the reduced vacancy rates in the city. Another challenge exists with the "Kijiji" service, a competitive service that offers free pictures and listings for housing in the London community, in direct competition with OCH web service. Jacqueline Cole (USC), inquired on the units strategy to make up the reduced revenue, where Mr. Matthews provided an explanation focused on the service delivery. OCH provides more detailed search engines than the competitors, and with the addition of free photographs and the specific search engine, OCH student place listing is superior.

With competition reducing revenue potential, Jacqueline Cole (USC), questioned the prospect of the Off-Campus Advisor Program to suffer, because of projected revenue shortfalls. Mr. Matthews responded that this was a possible outcome of the budgetary restraints, however he foresaw increasing revenues over the later half of the fiscal year. It should be noted, that the unit has not communicated any reductions or cuts to the Off-Campus Advisor Program that offers a critical service to our students.

Midway through 2008-2009, the Off-Campus Housing Coordinators position was reclassified from part- time to full-time. The further shift between part-time and full-time salaries budgeted for 2009-2010 reflects the impact for h s change. Finally, the 2009-2010 reductions in supplies, printing and postage is a result for a move to a more on-line form of communications, one that was received positively by the

0 committee.

The unit requested a 2.5% increase ($0.18) in the activity fee, recommended to help offset inflation and

(3 mitigate service erosion.

Thompson Recreation and Athletic Centre (TRAC)

On October 17fh, 2008, Mr. Frank Erle (Director) presented, outlining the structure, budget and future plans for TRAC. An inquiry arose surrounding the impact the Western Student Recreation Centre had on the facility, and the potential for synergies between the two units (ie. Operating & Capital budgets combined). Mr. Erle responded that both the budgets and operations were separate, with both facilities employing their own staff. A further inquiry regarding cross-subsidies of the two units, and again, he confirmed that both buildings were considered completely separate, except for a shared emergency power system.

There was further discussion on the potential for fee harmonization, as the buildings were both attached and recreation focused. Mr. Erle suggested there may be opportunities in the future for such actions, however at present; they needed to have WSRC operational for one full year. There was interest in the timeline, for the cost and structures to be realized; however, again, one year was requested.

There was further concern regarding capital replacement costs, and the allocation of student fees towards capital projects, where it was confirmed that student fees are earmarked for units operations. Moreover, on the inquiry of surplus docation, Mr. Erle confirmed that all monies stay with TRAC. Mr. Campbell also pointed out that most operations are mandated to maintain an operational reserve of 5% of the total budget but the reserve for TRAC needs to be much greater due to the capital nature of the facility.

O Finally, as is reflected in the 2004-05 SSC Report, community rental time has been of concern to the student leadership, on the note of time allocation and the divergent differences in usage. During the academic year usage of the facility is 28% by the general community, compared to 72% by students. Over the April to September period, the proportion of usage shifts to 80% community and 20% students. This caused concern of the student representatives, as it did during the plebiscite in 2005 on TRAC. As such, the student leadership requested the administration for alternate funding models, demonstrating what the effects of a fee freeze, phase out and ouuight elimination would be (Enclosure V). It was provided at a subsequent meeting, identifying the plausible outcomes and reminded the committee of the need for a year in operation to fully comprehend future usage rates.

It should be noted that over the next six years, an estimated total of $1.5 million will be required to enhance the quahty of the facility. Noting this, it is recommended that the committee continues to evaluate the performance, provide fiscal oversight of those large investments and the units contribution to the student experience. The SSC is recommending the proposed increase to the fee be frozen, as a 5% increase in fadty rental rates for external users and lower capital amortization charges will allow the unit to maintain service levels and continue building the reserve.

Notwithstanding the results of the plebiscite in years prior, there are still some discussions to be had regarding the history of the fee, specifically why the fee continued past the 20 year mandate that the students, and quite possibly the Board of Governors, intended for the fee.

Campus Recreation

(3 On November 28&, 2009, Mr. Cunningham (Director), presented to the committee describing the units value, overview of services and the usage of its facilities and programs, with special attention given to the Western Student Recreation Centre (WSRC).

There was interest in the cost for student groups, ratified clubs and other student organizations that desired access into the WSRC. Mr. Cunningham was unaware at the time, however subsequent to the November meeting, the 'WSRC Steering Committee" was developed, to bring together decision makers of the University and students councils, respectively, on the usage of space. Those individuals included:

Dr. Jim Weese, Dean - Faculty of Health Science Ms. Susan Grindrod, Associate Vice President - Housing & Ancillary Services Mr. Ruban Chelladurai, Associate Vice President - Planning & Budgeting Ms. Cathy Clarke, General Manager - University Students' Council Mr. Stephen Lecce, President - University Students' Council Mr. Kai Pisters, President - Society of Graduate Students'

The committee's mandate is to adjudicate space allocation for student and non-student groups, some of which include the USC's, 'International World Cup Indoor Soccer Tournament' and during the March Break period, Indigenous Services is hosting a 'Mini University' to Aboriginal Secondary School - both examples contribute to the mission of the university and are recreationally focused. One outcome of the committee that should be noted, derives from the steering committee's January 28&, 2009 minutes, where it was unanimously agreed that,

" WSRC, when spaces not booked to p ~ p s or scheduled for dmp-ins, will be availbblefor studentgm~ps or indw'hah to use. Will allow

students to use - and wiII rio so at no cost, d e n stuaknts rio not cause ahmage or mess."

Finally, there was interest in ascertaining comparative data on the differences between Western and other peer universities faired, regarding student contribution to recreation, particularly via equivalent "Campus Recreation" services. It was noted that students fund nearly the entire fee, with a percentage of an omnibus fund that is divided amongst all the student service groups. It was noted that from the Director that this information was not available, however, moving fonvard, and notmg the increasing contributions students provide for recreation on campus, it is recommended for the SSC to request Campus Recreation and Intercollegiate Athletics alike to investigate this issue further.

There was concern raised that all monies collected through the WSRC cafk is under the auspice of the university controlled "Hospitality Services." It was communicated unanimously from the student leadership that any revenues associated with the building, ought to be dedicated towards the unit running it, and effectively reducing the perpetual student fee increases. This continues to raise concern of the student leadership, and moving forward it is recommended that an agreement be sought on this issue with the university, where all monies be earmarked back into the unit that students contributed too (over $101 million dollars) - at the risk of the committee making indefinite freeze arrangements.

In dosing, Campus Recreation, now operating in the WSRC has realized unprecedented usage patterns, a success story and a testimony to the power of collaboration between the USC, SOGS, MBAA and the University. I would like to acknowledge Dean Weese and Gareth Cunningham's ongoing support in delivering a strong recreation experience for our students. Noting the above, the committee consented to

a 2.5% ($2.04) increase in the activity fee rate, acknowledging the 8.6% increase in the minimum wage

(7 rate scheduled to start in March 2009 and as a partial inflationary offset.

Intercollegiate Athletics

On March 6&, 2009, the committee approved the recommended increases, with significant discussion regarding the Intercollegiate Athletics fee and the unit's expectations. Since 2004, Intercollegiate Athletics fee was frozen, as per an agreement that specified that it remain in place for five years, at which time it is reviewed. At the April 18&, 2008 meeting of the SSC, a motion to recommend that Intercollegiate Athletics (IA) be included in the inflationary pool of funds was passed.

Noting this change, the SSC entertained a presentation from the Intercollegiate Athletics, outlining cultural and fiscal management changes within the unit, and the benefit to the student experience. It was agreed upon at the meeting, that Intercollegiate Athletics would be afforded an inflationary increase (2%), contingent on the removal of all student ticket prices in all university facilities (excluding Homecoming and OUA games). The student representatives consented to this proposal, and commencing September 2009, students will access free of charge, all Intercollegiate Athletic games; increasing spirit and a renewed commitment to the principle of universality. The motion reads as follows, from the March 6&, 2009 meeting:

"Motion to approve the commended infltionq inmusesfor the 2009/20 10 Student Acfiuity Fee Funded budgets contingent rrpon Intenofkgiate Athfetics remouing student tickt co&for non pkyoff and Homecoming games gecfive Septembw 2009. The appvaf is alro contingent q n a kitwjhm Dean Jh Weese detaitng the removal ofthe ticket costs. The biter must then be m'ewed and appmved by the Student Senn'ces Committe. " (Papini/Carried)

On March 9&, 2009, Dean Jim Weese responded to the motion with a letter, re-confirming the SSC request., it was noted that Intercollegiate Athletics, through the a h s t r a t i o n of the Faculty of Health Sciences would commit to (Enclosure VL):

Students will be granted ftee admission (with valid student ID) to all Mustang home games/events held on campus in university-owned/operated facilities (with the exception of the Homecoming Football Game and any OUA/CIS playoff games). This arrangement will remain in place as long as the Intercollegiate Athletics Program is eligible to make a case for annual fee increases to the Student Services Committee. Lost student ticket revenue (estimated at $15,700 for 2009-10) will not be made up through student ticket sales to these events and will be found through other revenue-generating/cost-cutting measures. I have attached the h a l budget and budget notes ftom Rick Campbell that outline how we will manage the unit in light of this lost student ticket revenue. I have also included his supportive comments in the note below. The arrangement is valid for each of the Interuniversity Athletics programs offered at The University of Western Ontario (i.e., currently 38 sports).

After receiving the letter and commitments from the Dean, it was agreed upon that a 2% ($1.45) increase in the activity fee rate be recommended for this unit.

viii I P a g e

Financial Aid

(7 On the November 28b, 2008 meeting, Mr. Glen Tigert (Director, Financial Aid) presented on the units challenges this year, and outlined the textbook and technology grant, and its relationship to the Student Access Guarantee initiative, implemented in the 2006 academic year.

In the 2007 - 2008 year, Financial Aid was the recipient of the largest increase of the inflationary pool - noting the processing for the 10,000 student loan documents; the increase was allocated to the hidng of a part-time staffer. The unit is maintaining service levels at existing rates, while being timely on the Confirmation of Enrolment submissions.

There was inquiry into the $1.9 million of non-dispersed bursary and work study funding. Although these monies are administered from a different arm of the university, it was confirmed that the monies would rollover, due to a large reduction in student applicants. It was noted that the reduction in applicants was fortuitous noting the economic challenges facing students; as such an inquiry was brought forth regarding a perceived flaw in the academic processes, resulting in the surplus. It was noted, that the increase to OSAP had reduced the demand, and a web-communications error, that has subsequently been fixed, is attributed for the reduced application pool. Mr. Tigert emphasized that the rules and regulation for the deadlines of the programs rests with the Ministry, while the new grants and reporting systems fall win the responsibility of the Financial Aid office.

Mr. Tigert and his staff should be noted for the Western specific programs offered to our students, including OSAP edit checks, reminders of students about bursary deadlines, and the data entering of conha t ion of enrolment forms.

0 It must be noted that the donation amounts shown in 2007/08 and 2008/09 were received from a major credit card company to fund credit counselling services for students. This funding will not continue beyond 2008/09. However, if the fee increase is approved, additional part-time staff will he hired in September and January to reduce waiting times for students. Noting these services, unit commitments and the information above, hnancial aid continues to be an incredibly important contribution to students. It was prudent in the 2007 - 2008 year to increase the unit's fee (after a four-year freeze) as it is this year, to ensure the administration of the unit is done timely and efficiently.

It is recommended that a 5% ($1.57) increase in the activity fee rate be approved, to offset general inflation, cover occupancy charges related to additional space, and fund additional part-time staff during the busy September and January periods.

Psychological Services at Student Development Services (SDS)

At the March 6b, 2009 meeting, a presentation was received from Psychological Services at Student Development Services, by Dr. Gail Hutchinson & Ms. Kathy Dance.

In the fall of 2008, the SSC added the Student Development Services to the list of presenters, noting the demand that sustained from students across campus for more support in the area of psychological services. SDS had seen an increase over the past several years in the use of psychological services. At the meeting, SDS provided the SSC with some comparative information from schools across North America, highlighting the 'student to staff ratio' for counselling services. It was shown that UWO is far behind the suggested ratio of 1000-1500:1, currently sitting at 2560:l. The 2007 -2008 SSC prudently made this unit a priority, and with the entrance of an additional Psychologist, in 2008, waiting list has declined to around 40 persons.

Their presentation also illustrated the increasing waitlist from 40 in 2002 to 200 in 2007. Although these

(-1 challenges face the greater London community, this service must continue to be placed as a priority, and ... it is recommended that SSC invites the unit Director to provide an annual progress report, on this

sensitive and mission critical unit.

RECOMMENDATIONS

Noting the aforementioned summaries and outcomes of the 2008 - 2009 Student Services Committee, the following are recommendations for the Board of Governors perusal:

The Board of Governors approve the fees for the student fee funded ancillary units as outlined in the attached summary, Noting the increasing demand of mental health services on campus, the SSC must continue to observe this unit, with future SSC's requesting presentations from PhysiologicalSm'ces at SDS, for an annual update on their progress, Intercollegiate Athletics fun* and the IA student fee freeze should be given an increase (2%) contingent on the waived ticket fee, for all students at I.A. games (excluding Homecoming and OUA) effective immediately, and Students setting unit priorities (detailed bellow).

Setting. Priorities for Ancillary Units

In the corning years, I would recommend that members of the SSC set a small number of dear priorities for each ancrllary unit. Setting priorities would provide ancillary units with dear and consistent expectations, and would also allow future committees to measure progress against a dear set of goals. Taking this approach would result in more productive and focused deliberations, would increase 0 transparency to students regarding the rationale underpinning SSC decisions, and would also provide andary units with increased certainty regarding students' expectations, thus allowing them to tailor presentations to the priorities of the committee. Also, as we head into a period of economic uncertainly, it is more important than ever to establish firm priorities to assist ancillary units make decisions that best meet the needs of students.

I would highly recommend that future SSCs engage in a dialogue with each unit in an attempt to set shared priorities. Consensus won't always be possible, and in those instances student expectations should 'win the day', but making an attempt to set shared priorities would be far preferable, and much more effective, that imposing priorities on units.

Conclusion

I would like to recognize and thank all members of the SSC, students and administrators alike. They participated with a spirit rooted in our mission statement, as described above - it was a pleasure to Chair and lead this journey.

Stephen F. Lecce Chair, Student Services Committee University of Western Ontario

Enclosure I

48. Rate your level of agreement: There is adequate student lounge space

available on campus - 42% of respondents agree with this statement, whereas

45% disagree with the statement.

49. What types o f space do you value most in the UCC? (1-most important,

5=least importantla - Respondents identified the following as space they value

most in the UCC: study space (35% identified it as being most important), lounge space (32% identified it as being most important), and food and beverage operations (28% identified it as being most important).

50. Rank the following student funded ancillary service by its importance to you

(1 = Not at all Important, 5= Very Important) - Ranked in order of highest percentage.

1" choice: Student Health Services (73%= Very Important) 2" choice: Financial Aid Office (60% Very Important)

3" choice: Campus Recreation (56% Very Important)

4th choice: Services for Students with Disabilities (51% Very Important) Sth choice: The Career Centre @ Western (45% Very Important)

B h choice: Thompson Recreation and Athletic Centre (43% Very Important)

T h choice: Student Development Centre (429& Very Important)

Fh choice: Western Foot Patrol (41%= Very Important)

Y h choice: Centre for New Students (33%= Very Important)

loth choice: Intercollegiate Athletics (25% Very Important) 11 th choice: Off Campus Housing Mediation (22% Very Important)

l Z th choice: First Nations Services (20% Very Important)

51. Which career events or services have you attended/used at Western? (Check all that apply) - 35% of respondents indicated that they attended Career Week, 33% indicated that they attended a Career Fair, and 27% indicated that they

utilize the Career Centre. 43% of respondents reported that they had not attended/used any career events or services.

52. Rate your level of agreement: I am satisfied wi th the value provided by

Career Services at Western - 38% of respondents agree with this statement,

while 10% do not.

53. Rate your level of agreement: I identify myself as a member of the City of

London community - 51% of respondents agree with this statement. 26% do not

agree.

See Appendix B for choice 1 - 5 results

ACADEMICA CROUP I UNIVERSITY STUDENTS' COUNCIL 2008 STUDENT SURVEY REPORT 1 13

THE UIWERSITY OF WESTERN OMARIO RECOMM€NDED 2009-10 FUU- TIME STUDEM ACTIVTTY FEES

UNDERGRADUATE FUU-TIME GRADUATE - SO65 THREE TERMS 2008-09 2009-10 2008-09 2009-10

Rate Rate Change (a) Rate Rote Change (a)

$ $ $ X $ $ $ X Student Development Centre 86.65 88.38 1.73 2.0 86.65 88.38 1.73 2.0

Indigenous Services 5.02 5.20 0.18 3.5 5.02 5.20 0.18 3.6

Services f o r Students With Disabilities 9.93 10.43 0.50 5.0 9.93 10.43 0.50 5.0

Financial Aid Off ice 31.32 32.89 1.57 5.0 31.32 32.89 1.57 5.0

Centre f o r New Students 14.06 14.62 0.56 4.0 N/A N/A

Western Foot Patrol 3.96 3.96 3.96 3.96

Intercollegiate Athletics 72.35 73.80 1.45 2.0 72.35 73.80 1.45 2.0

Campus Recreation 81.64 83.68 2.04 2.5 104.94 107.56 2.62 2.5

Student Health Services 37.25 38.18 0.93 2.5 37.25 38.18 0.93 2.5

Thompson Recreation & Athletic Centre 16.60 16.60 16.60 16.60

O f f Campus Housing Off ice 7.18 7.36 0.18 2.5 7.18 7.36 0.18 2.6

Total UWO Student Activity Fees 365.96 375.10 9.14 2.5 375.20 384.36 9.16 2.4

(a) Fee adjustments will be implemented September 1,2009

Table I

MBA - Three TERMS 2008-09 2009-10

Rote Rate Change (a)

$ $ $ X

Inflation Pool Calculation UWO Activity Fees - Fiscal 2008/09 365.96 per full-time undergraduate student Projected Canadian CPI for 2008 2.5% Inflation Provision $9.15

Enclosure 111

COMPULSORY ANCILLARY FEE POLICY GUIDELINES

(to be incorporated .in Ontario Operating Funds Distribution Manual for Universities)

Compulsorv ~ncillarv Fees

A com~ulsow ancillaw fee is defined as a fee imposed or administered by a given institution, or one of its constituent parts or its federated or affiliated institutions, in addition to regular tuition fees, which a student is required to pay in order to enrol in, or successfully complete, any credit course.

Compulsory courses are defined by the minidry as those courses which a student is required to take in order to fulfil the requirements of his or her program or degree.

0 This definition is of specific concern with respect to field trip fees (see Appendix C).

A tuition-related com~ulsow ancillaw fee is a fee which is levied to cover the costs of items normally paid for out of operating or capital revenue (operating and capital grants and tuition fees). Effective May 1, 1987, all Wition-related" compulsory ancillary fees for items normally paid for out of operating revenue were prohibited. Effective September 1, 1991, all compulsory ancillary fees for items eligible for capital grants were also prohibited. Any revenue resulting from such fees will be considered to be tuition fee revenue. [Note: Fees associated with the cost of buildings such as student centres or other facilities which are not normally eligible for capital grants, are permitted whether collected as independed fees or as part of student activity fees.]

A non-tuition-related compulsow ancillaw fee is a fee which is levied in order to cover the costs of items which are not normally paid for out of operating or capital revenue.

Compulsory non-tuition-related ancillary fees (except as exempted in section 5.1.2.8) which were in effect during the 1993-94 academic year1 can neither be increased above 1993-94 levels nor expanded to indude new fees except through the implementation of a protocol which has been agreed to by representatives of the institution's administration and student government representatives in light of the Minister of Education and Training's announcement of March 23, 1994 and which has received approval from the institution's governing body.

The protocol(s) will set out the means by which students will be involved in decisions to increase compulsory non-tuition-related ancillary fees or to introduce new ones.

- .. .. The minimum requirements for a protocol document, are provided in Appendix B - Pi%€ -trtxamptes~f-some otthe noMuitim-retateBeompulso~y -ancillary fees which might be introduced or increased through the operation of a protocol are found in Appendix B - Part II.

All approved protocols, showing the approval signatures and the date of approval, must be submitted to the Director, Capital and Operating Grants Administration

0 Branch, Ministry of Education and Training.

Compulsory non-tuition-related ancillary fees which are exempt from the provisions of Section 7. are limited to those that follow:

(a) existing and future fees established by student governments, including those resulting from referenda sponsored by them;

(b) existing fees established through referenda where the sponsor of the referenda was the university administration or a combination of the university administration and students [University administrations cannot proceed with referenda concerning compulsory non-tuition-related ancillary fees in the future unless provided for within a protocol.];

l ~ h e academic year will be that defined in each institution's academic calendar.

. . . .. Enclosure IV \ - ti . , ' Ministry Ministere ~oun( BW --

of Education de l'tducation Qmml's Pur Qurr'r Prlr Toronto.- Taorlo(ontati0)

and Training et de la Formation M ~ A 11.2 u W A 112

ontarlo Tckphon (41 6) 325.2600 TIYphon (41 6) 325.2600 (3- k . Dr\ d~&rg=ml* ~416) =.26ca 2608

Wmter Mirustre C C . . J.P.5 . G. sm,lcy a~~~ G . H e r a v \

. c~.~\\tad~ra, \ JUL 0 6 1994

8 . b k ~ l & MEMORANDUM TO: Governing Board Chairs and Executiv

Heads, Provincially-Assisted Universities, OCA, OISE, Algoma, Hearst and Dominicain

. Presidents, Student Governments, Provincially-Assisted Universities, OCA, OISE, Algoma, Hearst and Dominicain

FROM : Dave Cooke Minister of Education and Training

DATE : ~ u h e 28, 1994

RE : New Compulsory Ancillary Fee Policy

Enclosed with this memorandum is a copy of the .:. . c:, guidelines for the new compulsory ancillary fee policy

which incorporates the details- asso'ciated with the following changes announced on March 23, 1994:

with respect to ancillary fees, no increases in the compulsory ancillary fees currently charged by each university will be permitted.unless these increases are approved by students;

where increases are desired, each university will be required to establish a protocol, in consultation with local student representatives, which sets out the means by which students will be involved in decisions regarding compulsory ancillary fees.

The enclosed guideline document has been developed with input from both students and administrators in the university sector. While consensus was not achieved on all elements, the input of these students and .

administrators has been invaluable in articulating key aspects of the policy change.

The new compulsory ancillary fee policy is designed to ensure genuine student involvement in establishing compulsory non-tuition-related ancillary fees.

Kon Sokolyk Research Analyst Capital and Operating Grants Administration Branch Ministry of Education and Training (416) 325-4011 email: KSokolyk@mcu.gov.on.ca

For those with access to computer networks, a copy of the guidelines is also located on the Ministry of Education and Training's on-line information source (gopher.edu.gov.on.ca) .

C.C. Canadian Federation Students - Ontario (CFS-0) Ontario Graduate Association (OGA) Ontario Undergraduate Student Alliance (OUSA) Council of Ontario Universities (COU) Ontario Council on University Affairs (OCUA) Franco-Ontarian Education and Training Council

(FOETC Aboriginal Education council: (AEC) Canadian Union of Public Employees (CUPE) Canadian Union of Educational Workers (CUEW) Ontario Confederation of University Faculty

Association (OCUFA) Confederation of Ontario University Staff

Association (COUSA)

Enclosure V

The Uniwdty of Wesrwn o n m h Analysis of TRAC Funding Scenarios

Note: The following ~cenarks Meeting the dhnlnatbn of the fRAC actMty he w e n pnparud at the q u e s t of the Student Servkes Committee and do not npreaent an optlon that would k endoned by the University.

ToWFuiding Total Studant Fundlng (AcbMly Faas and Student Rentsl Revenue) TOW Community Fundlng TOW MRizaljon Hwm

Toad Funding Tobll Student Funding (Student Rentals On&) Total Community Funding Total Ulilization Houm

Revenue I 1 - 1 0 134,318 I 25,812 Other Revenue: Service charges, skate sharpening, concessions

Rate Adjustments

Enclosure VI

Office of the Dean

March 9,2009

Chair, Student Services Committee C/O Mr. Stephen Lecce University Students Council Room 340 UCC The University of Western Ontario London, Ontario N6A 3K7

Re: Recommended Increase of 2% for lntercolleniate Athletics (effective September 2009)

Dear Stephen:

'Thank you for your message indicating that the Student Services Committee approved the following motion:

"Motion to approve the recommended inflationary increases for the 2009/2010 Student Activity Fee Funded budgets contingent upon Intercollegiate Athletics removing student ticket costs for non playoff and Homecoming games effective September 2009. The approval is also contingent upon a letter from Dean Jim Weese detailing the removal of the ticket costs. The letter must then be reviewed and approved by the Student Services Committee. "

I was pleased to receive this news and I am delighted to provide you with the assurances you outlined in your note. I believe that the Committee decision is fair, and one that will help us advance the quality of experience for all students in addition to helping us build pride, sprit and excitement at the University. Thank you for listening and for considering our case. Recent promotions that provided students free access to games (e.g., "wear purple and you are in") were well received and helped spike student attendance at the games. I am confident that his new arrangement will also work well.

As Dean, I agree that:

1. students will be granted free admission (with valid student ID) to all Mustang home gameslevents held on campus in university-ownedloperated facilities (with

the exception of the Homecoming Football Game and any OUAlClS playoff games). 2. this arrangement will remain in place as long as the Intercollegiate Athletics Program is eligible to make a case for annual fee increases to the Student Services Committee. 3. lost student ticket revenue (estimated at $15,700 for 2009-10) will not be made up through student ticket sales to these events and will be found through other revenue-generatinglcost-cutting measures. I have attached the final budget and budget notes from Rick Campbell that outline how we will manage the unit in light of this lost student ticket revenue. I have also included his supportive comments in the note below. 4. the arrangement is valid for each of the Interuniversity Athletics programs offered at 'The University of Western Ontario (i.e., CI-~rrently 38 sports).

Once again, I thank you and members of the Committee for their support and trust the above information satisfies your request for information and trust that you will contact me if you need additional information or confirmations.

Sincerely,

0 W. James Weese, Ph.D. Professor and Dean

c.c Mr. Chuck Mathies, Acting Director Sport and Recreation Services

Mr. Rick Campbell, Manager, Financial Analysis & Budget Administration Institutional Planning and Budgets