Charter

An Introduction to the SFAC Structure

The Student Fee Advisory Committee (SFAC, the Committee) consists of up to thirteen
voting members, three (or more) non-voting staff advisors, and two non-voting
representatives from student government (one from Associated Students and one from
the Graduate Student Association). The thirteen voting members are drawn from a
cross-section of the campus population which either pay the Student Services Fee (SSF),
use services supported by SSF, or are involved in the SSF administration process. Thus,
the voting members consist of two seniors, two juniors, two sophomores, one transfer
student, two graduate students, two staff representatives, and two faculty
representatives. The advisors are from the Office of Budget & Planning and the Office of
the Vice Chancellor for Student Affairs. The non-voting representatives are on the
Committee to provide information and promote coordination between SFAC and other
groups on campus.
Appointments to SFAC are for their entire time at UCSB. This is to ensure that a high
degree of expertise is maintained among Committee members and to provide for
continuity. The nature of many Committee decisions is such that programs, issues, and
solutions are on-going events which not only require some historical perspective, but
also a great deal of foresight. Experience helps Committee members to most effectively
deal with these types of events.

Purpose

SFAC is charged with the duty of recommending to the Chancellor on the expenditure of
SSF, in its entirety, across the UCSB campus, as stipulated in the Regents Policy 3101
(Student Fee Policy). SSF, which is separate from tuition, student government, and lock-in
fees, is “used to support services and programs that directly benefit students and that
are complementary to, but not a part of, the core instructional program.” This includes
operating expenses in certain areas of the Division of Student Affairs, as well as projects
and programs that generally cater to social, recreational, cultural, health, and career
support services, with the intent of creating “a supportive and enriched learning
environment for University of California undergraduate, graduate, and professional
students.”
The Regents Policy 3101 states that, “At each campus, the Chancellor or his/her designee
annually shall solicit and actively consider student recommendations, with the intent of

honoring as much as possible student recommendations on the following: the use of
Student Services Fee revenue; and the annual Student Services Fee to be set by the
Regents. Student recommendations shall be provided by each campus' Student Fee
Advisory Committee recognized by the systemwide Council on Student Fees.” The
Council on Student Fees is composed of the SFAC members from each UC campus and
meets quarterly. While all SFAC members are encouraged to attend these meetings,
because they are a great source of information and collective power, only the SFAC
chairs are required to attend.
Although SFAC is charged with recommending the expenditure of SSF in its entirety,
SFAC tends to focus on the allocation of one-time funds and the reserve funds. In fall
quarter, SFAC solicits funding requests from departments within the Division of Student
Affairs, as well as other campus departments so long as their requests coincide with
SFAC’s mission. Funding requests are reviewed during winter quarter, and
recommendations are made to the Chancellor by the end of spring quarter.
SFAC has an annual permanent budget which consists of one-time funds which are
intended to be spent in its entirety every year. If the Division of Student Affairs funded by
SSF comes in under their budget at the end of the year, the surplus revenue goes into
SFAC’s reserve account. The reserve account should be used to fund larger, more
expensive projects, although it can also be used to fund smaller projects, essentially
increasing the amount of one-time funds available to SFAC. However, it is generally
advised that the reserve account have a balance of over one million dollars, in order that
successive generations of SFAC have the opportunity to fund a large project should it
come along during their tenure and is deemed a high priority.

Responsibility

The prestige which is bestowed upon the Committee is a result of the tremendous
responsibility under its charge and the professional and dispassionate methods
employed by members in setting Student Fee policy (Regents Policy 3101). SFAC
members are encouraged to discuss with the SFAC advisors any questions they may
have concerning the operation of the University or specific SSF funded departments.
Individual SFAC members should also feel free to contact department representatives
within the Division of Student Affairs if they would like additional information. The
Regents Policy 3101 says, “The SFAC shall have free access to all budget materials in the
Registration [SSF] and Educational Fee [tuition] funded areas with the understanding that
this information is to be used for committee deliberations only and is to be considered
confidential.”

Funding requests should not be approved indiscriminately. It often happens that funding
is requested for projects/services that ought to be covered from a department's
operating expenses.
These are just a few examples of the type of information the Committee should require. If
the department cannot provide sufficient information they should be asked to provide it
following the meeting or they may be invited to another meeting with SFAC to clarify
unresolved issues or concerns. It is the burden of the department to provide information
and make their request clear. SFAC members should feel free to ask questions until they
believe they fully understand the request and how the money will be used.
The following list of priorities (not listed in any particular order) was developed by the
Committee to provide a clear basis for making decisions. This list should serve as a
guideline throughout your deliberations:
● Health and safety
● Legal requirements
● Enhancing diversity
● Number of students affected
● Degree to which students are affected
● Necessity to the functioning of a department
● One-time needs vs. ongoing/recurring expenses

Decorum and Confidentiality

SFAC in the past has operated under open and flexible rules regarding Committee
discussion and decision making, which results in relationships of trust and respect that
develop between and among Committee members. An open Committee atmosphere,
tempered by confidentiality and mutual respect, has proven successful in fostering the
development of successful policies. Without assured confidentiality, the SFAC would not
have access to all of the relevant information that it requires and would cease to function
as a competent advisory body. SFAC members review confidential material with the
understanding that this information is only to be used in Committee deliberations. The
issues discussed in the meetings are also confidential. Confidentiality allows members to
be up-front and open in expressing their opinions and ideas during meetings.

The SFAC makes efforts to request student input into the decision making process. One
way this is done is through open meetings. During this time, any student, staff, or faculty
may address their concerns directly to the entire Committee. Members are encouraged
to solicit additional input from interested parties by talking and listening to what peers
have to say about Student Fee programs.
SFAC members might have difficulty when judgments and opinions differ on an issue.
This dilemma is especially vexing because it can place members in uncomfortable
positions. Members should bear a few things in mind if this occurs. They are not bound to
vote in a particular way because they have been asked to do so. Members’ appointments
are designed to insulate them from such pressure and allows them to become well
acquainted with the extensive budget materials used by the Committee. Committee
members are the only ones with access to all the relevant information. Since much of this
information is confidential, it may be impossible for members to share with interested
parties the mitigating circumstances of a problem. At times, the Committee’s conclusion
or decision can be different from the general student opinion.

Operational Details

SFAC has two funding sources. The first is an annually recurring ‘one-time’ fund that
comes directly out of the Student Services Fee (SSF) budget and is allocated with the
recommendation of the Committee to the Chancellor. Consider this the operational
budget. The second is the SFAC reserve account. Any leftover money from the one-time
annual budget gets transferred into the reserve account. Furthermore, any remaining
funds from the overall SSF budget are transferred into this account. When SFAC chooses
to fund a particular request, they should designate it as a one-time fund expense or a
reserve account expense. The advisor from the Office of Budget and Planning should be
consulted for additional budget details.
SFAC should monitor the progress of projects that have received funding to make sure
the funds do not lapse (which happens 1 year after approval by the Chancellor). The Chair
is encouraged to email specific departments/requestors and ask for a project update
during the subsequent spring quarter after funding has been approved by the Chancellor
during the previous school year.


THE STUDENT FEE ADVISORY COMMITTEE (SFAC) CHARTER (Revised Fall 2021)

Section I: The Charge of SFAC

The Student Fee Advisory Committee (SFAC, the Committee) will recommend to the
Chancellor with regard to activities supported by income from the Student Services Fee
(SSF) by reviewing SSF supported programs and recommending priorities for funding.
The Committee should also recommend to the Chancellor on the level of SSF set
annually by the Regents. The Committee may also submit an analysis and evaluation of
the funded programs to aid the Chancellor in the decision making process.
Programs which receive SSF are determined by the Regents. Programs include, but are
not limited to, areas such as: Arts and Lectures, Child Care Services, Community Service
Projects, Counseling and Career Services, Educational Opportunity Programs, Financial
Aid, Health Services, Recreational Services, Student Life Programs, and Student

 

Publications

Although the majority of requests come from the Division of Student Affairs, SFAC is not
limited to only funding requests that come from that division. If the request coincides with
the mission of the SFAC and generally contributes positively to the mission of the
University, then the request should be honestly considered, regardless of the requester.
For example, various student groups and community outreach efforts may be eligible for
SSF.
For a statement of the Regents’ policy, refer to the Regents policy 3101, which can be
found online.

Section II: Membership and Structure

I. GENERAL INFORMATION
A. The membership of the Committee will be composed of seven (7)
undergraduates, two (2) graduate students, two (2) faculty members, and two (2)
staff members.
B. All members’ terms begin fall quarter of the year they are selected, unless
special circumstances deem otherwise.

C. The SFAC strives to create a diverse and inclusive environment to ensure
that all student voices are included in discussion. For this reason, the SFAC shall
aim to include at least one international student representative on the committee
at all times within one of the student voting positions.
D. The SFAC will conduct standardized interviews; the questions and format
will be determined by SFAC each year before the interview process begins. The
selection of the new undergraduate, graduate, and staff representatives may be
determined by consensus or by secret ballot.
II. UNDERGRADUATE REPRESENTATIVES
A. The composition of the undergraduate members shall be two (2)
sophomores, two (2) juniors, two (2) seniors, plus one (1) transfer student.
1. Sophomore representatives are students who have attended the
university for at least one school year and expect to continue at the
university for at least three additional school years.
2. Junior representatives are students who have attended the
university for at least two school years and expect to continue at the
university for at least two additional school years.
3. Senior representatives are students who have attended the
university for at least three school years and expect to continue at the
university for at least one additional school year.
4. Transfer representatives are students who have attended the
university for at least one school year and will be continuing at the
university for at least one additional school year.
B. SFAC members are encouraged to publicize vacancies, to seek out
potential candidates, and to recruit an international student representative
among one of the undergraduate members.
C. Members must serve for the entirety of their time at the University of
California, Santa Barbara unless impeached, resigned, or graduated. Study
abroad is not favored but can be discussed with the committee before
departure. Additionally, study abroad is grounds for removal if the educational
experience takes place during the appointee’s first complete year on the
committee.

D. Undergraduate representatives may not concurrently serve as an
Associated Students Senator or Executive Officer.
III. GRADUATE REPRESENTATIVES
A. If there is a graduate student representative vacancy on SFAC, the
committee may petition the Graduate Student Association (GSA) to forward a list
of qualified candidates for the position. Additional means of advertising vacant
positions is encouraged.
B. Members must serve for the entirety of their time at the University of
California, Santa Barbara unless impeached, resigned, or graduated. Study
abroad is not favored but can be discussed with the committee before
departure. Additionally, study abroad is grounds for removal if the educational
experience takes place during the appointee’s first complete year on the
committee.
C. Graduate representatives may not concurrently serve as Graduate
Student Association (GSA) Executive Officers.
IV. FACULTY REPRESENTATIVES
A. Two faculty members shall be selected by the SFAC from a slate of
candidates forwarded by the Academic Senate’s Committee on Committees.
This selected candidate is then appointed by the Chancellor.
B. Appointment shall be for one academic year with the possibility of
reappointment, but the total term served shall not exceed three years.
V. STAFF REPRESENTATIVES
A. Two faculty members shall be selected by the SFAC from a slate of
candidates forwarded by the Chancellor’s Staff Advisory Council. This selected
candidate is then appointed by the Chancellor.
B. Appointment shall be for one academic year with the possibility of
reappointment, but the total term served shall not exceed three years.
VI. ADVISOR INFORMATION
The Committee will have staff and student advisors to aid them in their decision
making and provide information related to the Student Services Fee.

A. The Associate Chancellor of Finance and Resource Management, or
designee, shall serve as advisor to the Committee.
B. The Vice Chancellor for Student Affairs, or designee, and the Executive
Director of Resource Planning, Sustainability, and Capital Planning (CFO), or
designee, shall serve as advisors to the Committee.
1. Administrative support: A staff member shall assist the committee in
their operations, such as reserving rooms for meetings, printing materials
for the committee, handling communications with departments, updating
the SFAC website, managing funding requests for the committee to review,
etc.
C. An executive officer of the Associated Students (AS), or a designee, shall
serve as advisor to the Committee.
D. An executive officer of the Graduate Student Association (GSA), or a
designee, shall serve as advisor to the Committee.
E. As deemed appropriate with the Chancellor, in consultation with the
committee, other advisors may be added on either a permanent or ad hoc basis.

Section III: Committee Responsibilities and Procedures

I. CHAIR OF EXTERNAL AFFAIRS (CEA)
A. The CEA of the SFAC shall be a student with at least one year’s service
on the Committee. The CEA should be knowledgeable and actively concerned
with the problems covered by the Charge of the Committee.
B. The CEA for the forthcoming year shall be elected during Spring quarter.
1. The CEA’s term shall commence the beginning fall quarter following
the election and extend for one year.

C. The CEA shall serve as an ex-officio member of all SFAC subcommittees.
1. The CEA may designate a proxy to serve on any subcommittee, so
long as that proxy is a voting member of SFAC.

D. The CEA shall serve as the Chair of Internal Affairs (CIA) for the
Committee when the CIA is absent and must assume the responsibilities of both
positions.

1. Certain responsibilities may be deferred to non-executive committee
members until the CIA is able to resume their position.
E. The CEA shall attend all system wide Council on Student Fees (CSF)
meetings each quarter.
F. The CEA shall preside over all SFAC meetings. This includes setting the
agenda for each meeting. Other members can add agenda items either at the
CEA’s discretion, or through a formal motion.
G. The CEA shall oversee the review of funding requests and maintain a
strong line of communication between the SFAC and department
representatives.
H. The CEA shall present funding requests to the board.
I. The CEA shall oversee and direct subcommittee work.
J. The CEA shall be the primary point of contact for any person who wishes
to communicate to the SFAC, unless the CEA designates another member or
advisor.
K. The CEA shall actively seek to solicit the undergraduate population to
help brand the SFAC presence and to gather data about student interests and
concerns.
L. The CEA shall be in charge of uploading all related media to the SFAC
Box account.
M. The CEA shall meet with the Associate Chancellor for Finance and
Resource Management during week six of every quarter. This meeting shall be
planned no later than the end of week two of each respective quarter.
II. CHAIR OF INTERNAL AFFAIRS (CIA)
A. The CIA of the SFAC shall be a student with at least one year’s service on
the Committee. The CIA should be knowledgeable and actively concerned with
the problems covered by the Charge of the Committee.
B. The CIA for the forthcoming year shall be elected during Spring quarter.
1. The CIA’s term shall commence the beginning of fall quarter
following the election and extend for one year.

C. The CIA shall attend at least one system wide Council on Student Fees
(CSF) meeting per quarter.
D. The CIA shall record the minutes of all SFAC meetings.
1. The CIA shall upload the recorded meeting minutes onto the SFAC
Box account.

E. The CIA shall serve as CEA for the Committee when the CEA is absent
and must assume the responsibilities of both positions.
1. Certain responsibilities may be deferred to non-executive committee
members until the CEA is able to resume their position.
F. The CIA shall help the CEA, where needed, to collect information and
funding requests for the committee to analyze and review all correspondence
written by the current CEA.
G. The CIA shall send out all relevant emails to the SFAC which include but
are not limited to the weekly agenda, meeting notes, and associated documents
pertaining to the meeting.
H. The CIA shall coordinate and design the SFAC website to be updated
yearly with bios and pictures of the SFAC.
I. The CIA shall help and assist with merchandise purchases when needed.
Examples include: shirts, sweaters, pens, plaques, etc.
J. The CIA shall be in charge of corresponding with the SFAC to arrange
quarterly meeting times.
III. COMBINED EXECUTIVE POSITION RESPONSIBILITIES
A. The CEA and CIA will co-author an “End of Year Report”, no more than
one page in length. This Report shall highlight the accomplishments of the
Committee for that year as well as outline priorities for the next year. This report
should be archived such that future committee members can easily access it. In
addition, the report shall be submitted to the Office of the Vice-Chancellor for
Student Affairs and to the Associate Chancellor in the Office of Budget and
Planning. The Report should be reviewed during orientation of subsequent
years.

B. The CEA and CIA shall meet once a week at a pre-scheduled weekly
recurring time to discuss the matters of the SFAC and to collaborate to produce
the weekly agenda.
C. The CEA and CIA shall train respective replacements.
D. The CEA and CIA shall co-maintain the stipend accountability form which
marks attendance for various job responsibilities and shall send this form to Staff
advisors for dispersal of stipends.
E. The CEA and CIA shall maintain a close working relationship with faculty
and staff advisors of the SFAC.
F. The CEA and CIA shall lead the annual SFAC orientation at the beginning
of Fall quarter.
G. The CEA and CIA shall each participate in at least one (1) external
subcommittee and attend that committee’s regular meetings.
1. At least one executive member is required to attend the Chancellor’s
Coordinating Committee on Budget Strategy.

H. The CEA and CIA shall plan, collect, and advertise applications for open
advisor, staff, faculty, and other representative positions from outside
departments.
IV. NON-EXECUTIVE MEMBER RESPONSIBILITIES
A. Non-executive members are recommended to each participate in at least
two (2) external subcommittees and attend their regular meetings, but are
required to participate in at least one (1) external subcommittee.
B. Non-executive members shall table at least two (2) hours during the
school year, under the discretion of the CEA.
C. Non-executive members are expected, but not required, to have a project
goal in mind to complete once a year. Examples include improvements on
campus or within the committee such as designing new merchandise, social
media management, specific department soliciting and collaboration for
project-specific requests, etc.
1. Project goals are achieved through an informal process where
committee members take on extra responsibilities throughout their
term per year.

V. ALL MEMBER RESPONSIBILITIES
A. All members shall help conduct interviews for future SFAC board
positions.
B. All members shall vote on funding requests.
C. All members shall solicit the general student body for feedback on the
allocation of student fees.
D. All members shall provide updates to the SFAC regarding schoolwide,
administrative, subcommittee, and CSF updates.
E. All members shall plan, collect, and advertise applications for open SFAC
positions.
F. All members shall help plan at least two (2) informational/outreach
sessions per year to increase the visibility of the SFAC.
VI. COMMITTEE PROCEDURES
A. At any time during the academic year a two-thirds majority of the
members may recommend to the Chancellor that a member be replaced if that
person proves to be uninterested or inefficient with respect to their work on the
Committee.
B. If, at any time, a member cannot continue to serve, that person shall notify
the CEA of the resignation and request that a new member be appointed via the
channels already indicated.
C. Members will receive remuneration for their service on this committee.
Details can be found in Section IV.II.
D. A moderate remuneration is permissible to an outside consultant or
student researcher if such services are considered necessary. All terms and
conditions are subject to approval by the Chancellor.
E. Students who are employed by or receive any financial compensation
from a department funded by SSF must abstain from voting on issues that
impact that area. Staff and Faculty committee members also must abstain from
voting on issues in which there is a conflict of interest.
F. For voting purposes, a quorum is defined as a majority of the voting
Committee members.

G. The SFAC shall have access to all budget materials in the SSF funded
areas with the understanding that this information is to be used for committee
deliberations only and is to be considered confidential.
H. Committee members and advisors cannot designate proxies to SFAC
meetings.
I. A portion of SFAC meetings shall be open to the student body to join and
voice their opinions. Student body members shall contact the CEA before
attending a meeting.
1. Quarterly meeting times shall be posted on the SFAC website.
J. All members must be notified at least two days in advance of any meeting
in which the new CEA or CIA will be elected, an amendment to the Charter will
be voted on, or a member, advisor, or executive will be considered for removal.
K. The removal of a member, advisor, CIA, or CEA must be by secret ballot.
Refer to Robert’s Rules of Order for procedural details on voting by secret ballot.
L. There shall be a review of this charter by the SFAC every two years to
keep the SFAC up to date, if needed. The proposed revisions may be
determined by a majority vote of approval by the committee to edit the charter,
which would then require the approval by the Chancellor.
M. If possible, there should be a standard plaque that is designated for
(physical and nonphysical) projects that may be hung at the site of the project or
the front of the department to improve the professionalism and widespread
knowledge of the committee.
N. The SFAC shall act as a recommending body regarding new course
material fees that are proposed.
O. Once funds for a request are approved by the Chancellor, the requester
must use the allotted funds within 1 calendar year, subject to extensions as
approved annually by SFAC.
1. Allocated funds can only be used for the item/service that was
originally requested, unless alternative items/services are approved
by SFAC. This is under the discretion of the SFAC during extenuating
circumstances.

P. Due to the role of the SFAC in funding particular departments and
projects, we have been granted one (1) ex-officio voting representative on the

following campus committees, which will also be referred to as Subcommittees:
Chancellor’s Coordinating Committee on Budget Strategy (CCCBS), Renewable
Energy Initiative Governance Board, Student Resource Building (SRB)
Governance Board, Recreation Center Governance Board (non-voting),
Co-Curricular Records Committee, Campus Elections Committee, Student Health
Insurance Plan (SHIP) Advisory Committee, Collaborate Committee, University
Center (UCEN) Governance Board, and Events Center Governance Board.

Section IV: Further Information

I. EMERGENCY FUNDING REQUEST
A. The SFAC shall consider and prioritize all emergency funding requests
under very special circumstances.
B. Departments requesting such emergency funds shall meet the following
criteria: funds shall be requested for unforeseen circumstances only and the
situation must be a true emergency that requires financial support within the
next 6 months.
C. All emergency funding requests must be co-signed or co-authored by a
Vice Chancellor to ensure that the request is a true administrative and student
services emergency.
D. Emergency funding requests shall only be considered between Week 3
of Fall quarter and Week 9 of Spring quarter.
E. The SFAC has the right to deny any Emergency funding request.
F. The SFAC shall follow up with the department within 4 academic calendar
weeks of receiving the emergency funding request.
G. Once the Emergency funding request is approved, the committee shall
send an official memo to the Chancellor for approval. Upon approval by the
Chancellor, the funds shall be dispersed accordingly.
II. STIPEND INFORMATION
A. Members will receive remunerations for their service on this committee.
The amount of remuneration differs by position and complexity of responsibility
of the role. The quarterly amounts for the 2021-2022 academic school year are
as follows:

Chair of External Affairs (CEA) $3,425.00
Chair of Internal Affairs (CEA) $3,425.00
Senior Representative $1,250.00
Junior Representative $1,250.00
Sophomore Representative $1,250.00
Transfer Representative $1,250.00
Graduate Representative $1,250.00

B. These rates increase or decrease, effective September of a given school
year based off of the Higher Education Price Index (HEPI) annual change from
the previous year. For example, for the 2022-2023 academic year, stipends will
be adjusted according to the change in HEPI from 2021. Formula:
New stipend = (Stipend from previous academic year) * (1 + HEPI)
C. Stipends will be set in September of each academic school year and
payment will be made in three equal amounts at the end of each quarter.
D. If a member misses one-fourth of scheduled meetings and
responsibilities, as determined by the updated attendance sheet, the Executives
can decide, if appropriate, to reduce or eliminate that member's stipend. If a
member misses one-half of the meetings, that member will lose the stipend
unless he or she is able to demonstrate an adequate increase in participation as
judged by the Executives.
E. The Committee shall keep and maintain a historical record of the precise
quarterly stipend amount paid for each type of committee member and their
corresponding attendance (CEA, CIA, undergraduate student representative,
and graduate student representative).
F. SFAC stipends shall not impact eligibility for financial aid or any other
form of scholarship, grant, or outside aid. However, since SFAC stipends are

taxable income there may be a chance that combining this stipend with other
forms of taxable wage may decrease eligibility for financial aid through FAFSA.
G. All changes to the stipends are subject to the approval by the Chancellor.
H. The committee support person shall hire all student voting members
accordingly and will process the quarterly stipends through UCPath.
III. METHOD OF AMENDMENT
A. A two-thirds majority of the members may at any time during the
academic year recommend to the Chancellor that this Charter be amended.