Special Allocation Request Form

Transcription

1 Responses cannot be edited Special Allocation Request Form The Services and Activities Fee Committee (SAFC) formally invites entities to submit requests for special allocation funding of UW Tacoma's Services and Activities Fee (SAF). According to SAFC Operational Guidelines, The Special Allocation process is designed to provide funding for capital expenditures, or for SAF funded programs to request funding for emergency expenditures that could not be speci 鍖 cally identi 鍖 ed or foreseen at the time they prepared and submitted their annual budget request. For speci 鍖 c criteria, please refer to the SAFC Guidelines here: 鍖 les/sections/fundingcommittees/safc/guidingdocuments/safc%20gu idelines%20approved%20bor% pdf A call for Special Allocation requests will be announced by the Committee on October 7, All Special Allocation requests received shall be placed under the New Business section of the agenda for the next meeting. The Committee will review proposals on a rolling basis within two weeks of submission. The close of Special Allocation requests will be December 16, 2016 at 12:00 pm. Your presence may be requested at an SAFC meeting to provide a brief presentation and to respond to questions from the Committee. The SAFC Chair will contact those submitting proposals to notify them of meeting date(s) and time(s) to be scheduled. address * hansen7@uw.edu Department Name * Student Engagement First Name * Elizabeth JVu6Qu845c1ILxPxt... 1/7

2 Last Name * Hansen UW Address * hansen7@uw.edu Phone Number * Requested Amount * (A numerical $ amount only) Do you have approval from your Department Head to submit this proposal? * Yes No JVu6Qu845c1ILxPxt... 2/7

3 1. Please provide a general statement of the services provided by the department/organization and what this request will fund. * (Limit 500 words) This budget supports Student Publications The Tacoma Ledger and Tahoma West. The Tacoma Ledger is UWT s independent, student-run newspaper, publishing an eight page issue every Monday from the beginning of autumn quarter to the end of spring quarter. Tahoma West is UW Tacoma s literary arts journal. Each year, they publish a journal that showcases the best works of art created by UW Tacoma students, staff, faculty, and alumni in four main genres: 鍖 ction, non 鍖 ction, poetry, and visual art. Both publications are completely staffed by students. The Ledger offers a variety of student voices in three distinct sections: News, Opinion, and Arts & Entertainment. They cover a broad array of topics within those sections, but we aim to produce content that is immediately relevant to UWT students and faculty. Tahoma West consists of four paid employees: the editor in chief, the 鍖 ction editor, the non 鍖 ction editor, and the poetry editor. Content for the journal is collected throughout the year and is evaluated through a blind-submission process and review. I am applying for additional funds to increase the advisor position for these publications (the Student Publication Manager) from part time to full time. The previous Manager worked at UW Tacoma part time for the last eight years. When she left over the summer we evaluated the position and chose to hold off on reopening the position so we could request for additional funds to adjust the position to full time, becoming the Student Media Specialist. This adjusted position will dive deeper into the work already required by this position, as well as take on additional responsibilities surrounding marketing for the Department of Student Engagement. The students who participate in Tahoma West and The Ledger would bene 鍖 t from more regular and in-person support that a full-time staff member can provide. The Ledger is a weekly publication and we treat their space as a working newsroom, meaning they are gaining real-life experiences and being held to the same high levels of journalistic integrity as any mainstream publication. Stories are constantly developing, and there are issues such as anonymous sources, libel and reporting ethics that our students need to be guided through. Tahoma West has dedicated their energy to increasing their outreach events throughout the year, and needs a consistent advisor presence to support their growth. The publication has traditionally only come out in the Spring Quarter, but with additional guidance I believe the Tahoma West staff could expand their programming and opportunities for publication further. They are a dedicated group with fantastic ideas, but face dif 鍖 culty at times understanding how to get this work off the ground. JVu6Qu845c1ILxPxt... 3/7

4 We have also added additional responsibilities for this position in the area of marketing. This position would work with some student positions already hired, such as the Student Marketing Assistant and Student Web Assistant to assist with departmental marketing needs. Each publication also hires students to do work on their social media and websites. Across these positions we would be able to increase student hours to work on additional projects for the entire Department of Student Engagement, creating consistent web design and social media work. There are other future possibilities for this aspect of the position, such as creating student design jobs to create posters for RSOs and the department. A draft of the full job description for this position is attached. 2. The Special Allocation process is to be used only for funding of capital or emergency expenditures unforeseen during the annual budget process. How does your proposal 鍖 t into one of these criteria? * (Limit 250 words) Although I have listed this request at $14,072.00, we actually do not need any additional funding for the 鍖 scal year. Due to salary savings we have already incurred from having this position empty, if we hired someone in January at a full time level we will actually save $7, that will go back to SAFC. We are submitting this request in advance of next 鍖 scal year, as we do not want to wait until next summer to hire the position, but want to have reassurance that if we list the position at full time, this will be supported next year. If this proposal is supported, we would open the position in January for applications and would have a higher request during the SAFC Annual Allocations. 3. How will these funds bene 鍖 t students? * (Limit 250 words) 100% of the work that the Student Publications Specialist will do is to support students. Their reach will extend beyond the student staff with both publications through the programming each one offers. Directly they will ensure a positive employment experience, and will serve as a mentor and trainer in the 鍖 eld of journalism and publications. Both are extremely competitive, and we have heard from many alumni of our programs that the skills they learned and opportunities they had through Tahoma West or The Ledger helped them get into graduate school or land their 鍖 rst job. JVu6Qu845c1ILxPxt... 4/7

5 4. Based on the proposed outcome, what assurances can you provide that the Special Allocation funds will be well spent and quickly implemented to bene 鍖 t students? * (Limit 250 words) We are dedicated to hiring high quality and experienced staff to work on our Student Engagement team. We have included some aggressive minimum and preferred quali 鍖 cations in the job description that I am con 鍖 dent will result in a strong candidate pool for the position. The funds we are requesting are entirely for the staf 鍖 ng line, so cannot be spent in any other manner. The funds will be implemented as soon as the individual is hired Budget Proposal Detail If necessary, please use the Budget Proposal Excel spreadsheet to detail your proposed use of SAF. 1. Use this link to open the SAFC Budget Proposal spreadsheet in a new browser window. 鍖 le/d/0b8qsfzaypnnlbdhwuc1nvwn6xzg/view?usp=sharing 2. Download the spreadsheet to your computer by clicking the "download" arrow in the Google Docs toolbar at the top right of your screen. 3. Open the spreadsheet it in Excel: you may need to look in your downloads folder. 4. Save and name your 鍖 le: FY17SA [Insert Proposal Name] Proposal. 5. Enter your budget information. *NOTE that many cells are locked because they contain formulas. If a budget category does not apply to your program, enter "N/A" in the narrative column and "$0" in the amount column. 6. Submit your budget following the instructions in the next section - "Upload Documents." Jen Roper Gulsrud jdroper@uw.edu if you have dif 鍖 culty using the budget spreadsheet. JVu6Qu845c1ILxPxt... 5/7

6 UPLOAD DOCUMENTS Please upload your Special Allocation proposal and any additional reports or information that address the questions asked in this proposal. 1. Use this link to open the SAFC Special Allocations Proposals Folder in a new browser window: 2. Make sure you are signed into your UW Google Drive account (upper right on your screen). 3. Click OPEN IN DRIVE (upper right on your screen). 4. Click NEW (red button, upper left on screen) and select FILE UPLOAD. Repeat Step 4 if you want to provide additional documents. 5. Con 鍖 rm that you see your 鍖 les in the SAFC Proposals Folder. NEXT STEPS The SAFC will review all submitted special allocation proposals and may request a presentation from applicants to further detail proposals and answer questions. These deliberations are open to the public. The committee will notify the campus and applicants for special allocation funding of the dates, times and locations of their deliberations. If the proposal is denied, an appeal must allege a violation of the State Constitution, applicable state laws, applicable University regulations or a misrepresentation of the facts that may invalidate the allocation. Upon 鍖 nal approval of a special allocation, the Committee Chair shall authorize the Compliance Of 鍖 cer to work with the UW Tacoma Finance Of 鍖 ce to establish a budget number and transfer revenue from the Contingency Budget to implement the approved allocation. Any change in the intent of an approved allocation that alters its objectives as originally described and appropriated must have the approval of the Committee before any changes occur. The Committee may place stipulations on the use of funds and/or recommend guidelines in the operations of the program, as long as they are in compliance with University policy, and state and federal law. Allocations to fund special contingency budgets are valid and available for expenditure during the current 鍖 scal year only. All unspent and unencumbered funds at the end of each 鍖 scal year shall revert to the Contingency Fund and shall be carried forward for future allocations. JVu6Qu845c1ILxPxt... 6/7

7 CONFIRMATION * By checking the box below, you are con 鍖 rming that you have read the above and agree to the SAFC guidelines as well as any terms and conditions implied in this proposal including those imposed by the University of Washington Tacoma. As this document is an of 鍖 cial proposal for funding, you understand that you must follow all of the guidelines as listed above. By submitting this proposal for funds, you also understand that by not following the guidelines, policies, and procedures of this request, your proposal may not be funded in full or part. Any questions regarding this proposal can be directed to Ed Mirecki, Compliance Of 鍖 cer for SAFC, at emirecki@uw.edu. Your proposal is not complete until you press "SUBMIT". This content is neither created nor endorsed by Google. Forms JVu6Qu845c1ILxPxt... 7/7

8 University of Washington Tacoma Division of Student Affairs Department of Student Involvement Student Publications Specialist General Overview and Purpose Under the direction of the Assistant Director for Student Engagement, the Student Publications Specialist (SPS) is responsible for overseeing the management, growth, and assessment of a comprehensive student publications program appropriate for the University of Washington Tacoma campus. Student Publications consists of The Ledger, a weekly newspaper publication, and Tahoma West, an annual literary arts magazine. As UW Tacoma grows, the SPS will continuously work to support student publications that suit the vast needs of a diverse student population. In addition, the SPS will help to build a robust student life and leadership program that aligns closely with the UW Tacoma mission, vision, goals and strategic plan. Typical Duties and Responsibilities Advise, support, and guide the daily operation of The Ledger, UW Tacoma s student newspaper, and the performance of its editorial and advertising staff. Oversee the physical production of at least 16 issues of The Ledger over the course of the academic year. Ensure that the paper is electronically delivered to the printing vendor for each issue. Handle vendor relationships, including payment and coordination of special issue production and delivery. Work with Editorial Board in recruitment, hiring, training and advising of The Ledger staff. Advise and train Ledger staff in areas including reporting and news writing, photography, media law and ethics, computer design and layout, advertising and publishing process, providing critique and guidance as appropriate. Approves advertising rates, promotions and packages to help advertisers effectively reach the student market across all delivery platforms. Attend all necessary Editorial Board and Student Publication Advisory Board (SPAB) meetings. Attend all necessary weekly staff meetings and all weekly editorial board meetings. Advise, support, and guide the operation of Tahoma West, an annual student literary publication. Guide Tahoma West in event planning throughout the year, including space reservations, publicity and event management. Includes quarterly events and the Tahoma West Book Launch, their annual spring event. Advise Tahoma West editorial staff in the blind selection process for the publication. Obtain bids for the printing of Tahoma West and ensure the publication is delivered and published on time. Serve as a liaison with Communication faculty, the Services and Activities Fee Committee, and the Student Publications Advisory Board as necessary. Provide operational and administrative support for The Ledger and Tahoma West including hiring paperwork, budgeting, etc. Supervise 20+ student workers across both publications. Serve as the fiscal manager of Student Publications, with oversight of budget development and execution, including projecting, monitoring, authorizing expenditures and reconciling. Prepare and present annual and contingency funding requests to Services and Activities Fee Committee (SAFC).

9 Coordinate investigative journalism initiatives, such as The Justice Project, providing opportunities for students during summer academic terms. Manage and supervise a student marketing team, composed of the Student Marketing Assistant and Student Web Assistant to provide marketing support across the department. Develop practices for consistent marketing across programs within our department. Serve on SAES and UW Tacoma committees as assigned. Perform other duties as assigned. Minimum Qualifications A Bachelor s degree in Journalism, Communications, or a related field AND two years of professional print journalism experience, including design, layout and computer skills. Strong written and oral communication skills. Must be an energetic, student-oriented professional with strong experience in coordinating publications. Must demonstrate skills in advising and the application and use of basic technology for advising purposes. Must have a strong commitment to diversity, multiculturalism, and social justice; must be able to infuse diverse concepts into programming. Ability to use technology effectively to advertise, create documents, and communicate. Membership in, or involvement with, Associated Collegiate Press, Society of Professional Journalists, or similar. Preferred Qualifications Master s degree in Journalism, Communications, or a related field. Prior experience in advising student publications in a higher education setting is highly desired. Demonstrated supervisory experience. Experience in use of web site to complement a print publication. Fiscal management experience. Experience supervising student staff.