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Program Budget Request, 2009-10
As you prepare your program budget request, please specifically identify each item or service you need for your program, along with estimated costs. We realize that this requires faculty to plan anticipated program expenses more carefully than they might wish at this early date, but leads (we believe) to better use of limited funds.
Student fees can not be used to supplement academic program budgets; what students can be charged is strictly limited. Student fees may be used for the following purposes according to the college policy governing student fees (Section V-A-4 of the Evergreen Policies and Procedures Manual):
1. The fee provides tools, equipment, or products that have a continuing value to the student (e.g., art supplies, clay, wood, sheet music, dissection kits, and special order texts or readers).
or 2. The fee provides a pooled purchase of services the institution does not normally provide (e.g., a block of theater tickets at a group discount, where each student would otherwise be expected to buy an individual ticket, entrance fees, First Responder certification, or overnight field trip expenses). Fees can not be used to purchase food other than for overnight field trips.
No student fee may be requested unless the on-line catalog description of the program includes the student fee. If you have a question regarding student fees, contact Tina Pearson at x6868.
The following kinds of expenses must be identified in Section I of your program budget request rather than from Student fees:
1. Costs for on-campus instructional activities, such as guest speakers, films, etc.
2. Costs for field trips of one day or shorter duration. (Expenses for overnight field trips should be listed under student fees in Section II #7.)
3. Costs for use of campus laboratories, studios, shops, etc., except for materials to be used in projects students will own following the program. General wear and tear on equipment can not be charged to students.
Current vehicle rates for field trips using the TESC motor pool vans are:
11, 14 or 15-passenger vans $72/day + $.25/mi for miles over 200/day
8-Passenger vans $60/day + $.20/mi for miles over 200/day
Small cargo vans $50/day + $.20/mi for miles over 200/day.
A fuel surcharge will be added when the average fuel price for the previous month is greater than $2.10/gallon. The surcharge will be based on the average trip length and will increase the rate $.01/mile for each $.20/gallon increase over the base $2.10
Vehicles are also available from the State Motor Pool, or from Enterprise Rent A Car through the TESC motor pool. Buses are another alternative. Contact Sherry Parsons (ext. 6354) at the TESC motor pool for the costs of these alternatives. Other TESC motor pool guidelines and information may be found at http://www.evergreen.edu/facilities/motorpool/home.htm.
Programs planning a study-abroad component must include certain additional expenses in the program budget request if they expect the college to pay them. You must have a minimum of 15 students in your group to receive such support and meet other provisions governing study-abroad. Allowable expenses include:
1. Faculty travel expenses can include airfare, in-country travel, room and board per-diem expenses, or miscellaneous expenses such as museum fees if a faculty member will be accompanying the students. This information should be detailed under Section I #5, Study Abroad. These expenses are limited to $7,500 per faculty.
2. Direct instructional expenses at a study-abroad site. This could include some program instructional expenses such as facility rental for classes and/or guest lectures.
3. Student fees can cover such things as travel (international and local), room and board, books, supplies, entrance fees, etc. and contracted services provided by the other institutions. This information should be detailed under Section II #8, Student Fees for Study Abroad.
4. Students will be required to pay a $150 non-refundable international studies fee at least six weeks prior to departure. This fee is to insure commitment and those funds will be used to support student travel and should be considered part of their study abroad expense. Section II #8.
Please contact Ken Tabbutt for details if you are planning study-abroad as part of your program. We cannot guarantee that study-abroad items will be funded fully in 2009-10, but they will surely not be funded if faculty do not request such support.
Programs that do not intend to use student fees at all can ignore section II of the budget request. Programs that do intend to use student fees must complete that part of the budget request in addition to section I.
Finally, please keep in mind that the basic purpose of a program budget is to support your work with the particular students in that program. Program budgets are not intended to support scholarly research, publishing, or other non-teaching faculty expenses. If you need to travel with your students (for example on a field trip), it’s fine to use your program budget to cover necessary personal expenses associated with that travel. But travel for your own professional work (for example to conferences) must be paid from the professional travel fund. Likewise, we have dedicated funds available to help faculty with the costs of manuscript preparation and publishing, purchase of computers or laboratory equipment, and the like. Please contact me if you need more information about these kinds of support. We can usually find a way.
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SECTION I: 2009-10 Program Budget Request (use one set of forms for each program):
Program/contract title: Energy Systems and Climate Change
Coordinator/sponsor: Cheri Lucas-Jennings (with E.J. Zita)
Starting quarter: Fall 2009 Ending quarter: Winter 2010
Anticipated enrollment: 50
1. Photocopying Expenses. List below the estimated number of pages of copying per student during the program, and then complete the calculation.
(pages/student) 100 x $.08/page, x 50 (number of students), x 2 (number of quarters)
1. SUBTOTAL FOR PHOTOCOPYING EXPENSES: $800
2. Instructional Support. List below each expense for direct instruction, including films and videos (be sure to include shipping), guest speakers, art supplies (except those for major projects to be retained by the student), laboratory materials such as glassware breakage and chemicals, artist's models, etc. -- in short, list those resources required to present the program on-campus. If you need advice, consult staff in the appropriate areas, or call Ken Tabbutt (ext. 6558). NOTE: Computer hardware, peripherals and software should be requested from the computer budget, not purchased with program funds.
Description of instructional item Estimated cost
Guest speakers every other week @ $100 each or so / $1000Films and videos (or CDs/ DVDs) / $ 500
Physics / Energy demos / $ 500
2. SUBTOTAL FOR INSTRUCTIONAL SUPPORT: $2000
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3. Field trips.
This year we will again cover the transportation costs of all local or day field trips from program budgets, without charging students. Transportation costs for overnight field trips (if any) should be listed in the student fee section (section 7). List below each field trip planned during the program for which you are requesting transportation costs. The vehicle daily charge is for up to 200 miles per day. Any travel above 200 miles per day will include an additional 20¢ or 25¢ per mile/per day, depending on the vehicle.
/ a / b / c / d / e / f / g /date
(est.) / destination / type of vehicle
1. 11, 14, 15 psgr
2. 8 psgr
3. sm cargo / round trip mileage / number of days / daily charge
1. $72 * b
2. $60 * b
3. $50 * b / mileage charge - over 200 mi/day
1. $.25 * [a - (200 * b)]
2. $.20 * [a - (200 * b)]
3. $.20 * [a - (200 * b)] / cost/van
[c + d] / number of vans / total cost of trip
[e * f]
DAY TRIPS
Win 4 / Bonneville Dam / 3 x 15 psgr,
1 x 8 psgr / 300 miles / 1 / $72 / $25 / $97 / 4 / $388
Fall 4 / Coal Plant / 3 x 15 psgr,
1 x 8 psgr / 64 miles / 1 / $72 / 0 / $72 / 4 / $288
Fall 8 / Lake Cushman Dam / 3 x 15 psgr,
1 x 8 psgr / 88 miles / 1 / $72 / 0 / $72 / 4 / $288
Win8 / Hanford Res + Wind farms / 3 x 15 psgr,
1 x 8 psgr / 520 miles / 1 / $72 / $80 / $152 / 4 / $608
Organic Farm / 0 / 0 / 1 / 0 / 0 / 0 / 0 / 0
OVERNIGHT (ENTER THESE EXPENSES UNDER THE STUDENT FEES SECTION, SECTION II, 7)
Add additional pages, if necessary.
· Vans (sum of above entries) $1572
· 15’ runabout boat - $25 for fuel and oil for 6-8 hours/day $
3. SUBTOTAL FOR FIELD TRIPS: $1572
* same as “times” or “x” (multiplication symbol)
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4. Faculty support. List below any faculty expenses required to present this program. Include estimated expenses for desk copies for faculty members and Core Connectors, faculty supplies, etc.: NOTE: Computer hardware, peripherals and software should be requested from the computer budget, not purchased with program funds.
Description of faculty support item Estimated cost
Desk copies: $200 per faculty per quarter / $800Office supplies: $100 per faculty per quarter / $400
4. SUBTOTAL FOR FACULTY SUPPORT: $1200
5. Study Abroad (if applicable). List here any expenses associated with study abroad. Attach extra pages, if needed.
Description of faculty support item Estimated cost
5. SUBTOTAL FOR STUDY ABROAD: $0
TOTAL PROGRAM BUDGET REQUEST (1+2+3+4+5): $5572
SECTION II: 2009-10 Program Fee Request (use one set of forms for each program, if required):
Note: Complete this section only if you have program expenses you have not listed under section I of the Program Budget Request which you believe are legitimate under the college policy on student fees and which were identified in the catalog description of this program. Students will be reimbursed for any unused fees so please try to make your fees as accurate as possible.
6. Fees for tangible property to be retained by the student following the program. List below student expenses for tools, equipment, or materials for projects that will be retained by the student following the program or contract:
Description of item Fee per student
6. SUBTOTAL FEES PER STUDENT FOR TANGIBLE PROPERTY: $ 0
7. Fees for pooled purchase of services. List below expenses for items the college does not normally provide, such as theater tickets to off-campus performances, expenses for overnight field trips and retreats, etc. NOTE: If you intend to use the Yoga equipment, there is a fee of $10 per student per quarter for cleaning and maintenance:
Description of item Fee per student
7. SUBTOTAL FEES PER STUDENT FOR POOLED PURCHASE OF SERVICES: $ 0
8. Student Fees for Study Abroad. List below any fees or costs associated with students studying abroad in this program, whether to be paid directly by the student or through the college.
Description of item Fee per student
9. SUBTOTAL FEES PER STUDENT FOR STUDY ABROAD: $ 0
9. Refundable fees. List below any fee intended to provide a safeguard against overuse of materials or services:
Description of item Fee per student
10. SUBTOTAL REFUNDABLE FEES PER STUDENT: $ 0
TOTAL STUDENT FEE REQUEST (PER STUDENT) (6+7+8+9+10): $ 0
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