Eastern Oregon University

Tech-Fee Committee Minutes

February 9, 2006

Members Present:  Frederick Pratter, Bob Larison, Anna Cavinato, Linda Fratzke, Steffany Long, Bryan Pearson, Darren Hendrickson

Resource Members Present:  Paul Rowan, Shirley Roberts, Mike Sirrine

Tech Fee Committee met on this date at 7:00 am in Pierce Library.

The minutes from January 26, 2006 were approved as amended.

Darren shared some ideas and questions regarding how the Media Loan Library will operate.   There was discussion regarding what equipment should be housed in the Library and who should be responsible for it.  It was suggested that some Tech Fee equipment, which is not regularly used by the departments where it is housed, could be relocated to the Library, making it more accessible to a greater number of users.  Cameras and laptops are prime candidates for the Media Library, but as other underutilized equipment is identified it could be moved to the Library.   It was also noted that the AV Department would be responsible for routine maintenance of equipment housed in the Media Loan Library.

The question was raised about allowing faculty to check out equipment from the Library.  It was agreed that faculty members who are instructing students on use of the equipment would need to become familiar with it.  However, the equipment in the Media Loan Library is for student use and as a general rule faculty use should be limited to the time necessary to learn to properly operate the equipment.  It was agreed that students would need ID and a note from a faculty member verifying that the student is able to properly operate the equipment being checked out and that it is being used for academic purposes.  It was noted that AV staff members would be able to provide training in basic operation of the equipment on an as needed basis.   It was also agreed that students would be required to sign a liability statement before checkout agreeing to pay for any damage caused to the equipment while in their possession. 

The AV department will put a list of all the equipment available from the Media Loan Library on the Tech Fee web page, along with instructions to students regarding how to access the equipment.

Dr. Pratter suggested that since the committee is looking a various aspects of how the Tech Fee Committee operates, it might be a good time to revisit the mandate of the committee. 

Mike Sirrine submitted a document regarding matching funds, leverage and interdepartmental review of proposals.  After discussion, it was agreed that the current routing system which requires that project proposals be reviewed by the appropriate administrative unit be revised to include review by the Office of Grants and Sponsored Programs (OGSP).    The OGSP would act as an advisory board.   Requiring proposers to go to the OGSP before coming to the Tech Fee committee would help that office be more aware of campus needs and in turn OGSP could help the campus be aware of what funding is available.  Tech Fee would become the last line of support rather than the first.  

The proposed policy that would be added to the procedures for submitting a Tech Fee proposal is:

• Applicants for Tech Fee funds must have their proposal reviewed through the Office of Grants and Sponsored Programs routing system prior to submission to the committee.
• Priority in the funding process will be given to applicants who provide cost share or matching funds, either by joint project funding from another source, or use of tech fee grant funds as matching funds or leverage for another grant.
• Priority will be given to applicants who demonstrate that the ongoing maintenance, operation or replacement costs of the equipment to be purchased with tech fee funds are provided for by the host department.

Darren raised the question of who equipment belongs to when matching funds and Tech Fee funds are used to purchase equipment.  It was agreed that all equipment purchased with Tech Fee funds should be regarded as property of Tech Fee.

Helen met with LeeAnn Case, the Director of Business Affairs, and reported back to the committee that Tech Fee funds do not carry over from one year to another.  All funds must be expended before the end of the fiscal year or they go back the general fund.  She also relayed a caution from LeeAnn that Tech Fee funds are “student money” and only projects directly related to student use can be funded with Tech Fee funds.

Shirley presented a chart that outlined several different school’s Tech Fee allocations, committees and charges.  After a brief discussion, Shirley offered to research the Oregon Administrative Rules for specific rules and guidelines for OUS Tech Fee before we go further in modifying EOU’s Tech Fee mandate.  She will report back to the committee at the next meeting.

The next meeting is scheduled for Thursday, February 23 at 7:00am.  The committee will continue to meet every other Thursday as needed.

Minutes submitted by Helen Moore.