SAC Meeting Minutes

Student Advisory Committee (SAC)

Spring Meeting Minutes

Saturday, April 12, 2003, 12 - 8 p.m.
Armstrong Atlantic State University, Savannah, GA

USG Campuses and Representatives In Attendance:

USG Campuses and Representatives Registered but Not In Attendance:

Lunch was available from 12-1 p.m. The meeting began at approximately 12:45 p.m.

Information packets were distributed by Michael Sanseviro that included the agenda, minutes from February 15, 2003 meeting at Macon State College, Leadership Planning Retreat summary from September 14-15, 2002, and Board of Regents policy manual and website excerpts relevant to agenda items and interests expressed by SAC members.

Reports from the University System Office - Michael Sanseviro & Tonya Lam:
Updates were given on various Student Services and Academic Affairs initiatives including website updates, web portals, distance learning, BOR policy manual revisions (movement of 705.05 into 704.021), travel policy review, vehicle insurance coverage, student identity security measures, immunization legislation, troops to teachers tuition waiver, budget updates, legislative updates, and SAC listserv updates. Students were encouraged to familiarize themselves with the USG website and the wealth of information that exists online at www.usg.edu. Campuses were asked to notify the SAC Advisor with the contact information for newly elected/appointed SGA officers so the listserv could be updated appropriately.

Vote for America voter education program - Michael Mills, Executive Vice President, Decision Makers, Inc:
Mr. Mills opened with a story of how the members of the flight hijacked on 911 resorted to voting to decide how to act. As access to voting has become available to all Americans, voter participation has decreased. There are some historic spikes, but overall voting keeps decreasing. Young people are the least participative voters. Vote for America is concerned with civic responsibility. Young people are saying they would rather be involved in service than government. The big issues revolve around issues of elderly. Youth don't vote so elected officials don't pay attention to their issues creating a cycle of neglect. Legislation either happens with you or to you. You have to be engaged in the system to change the system. Program focuses on non-partisan information on how government works and why voting matters. System works on a "democracy pyramid" - steering committee members find multiple democracy fellows, who find multiple democracy captains, who find volunteers to engage in peer discussions. They do not do voter registration drives, but work cooperatively with SGA and others who might sponsor such activities. Focusing on five geographic areas for the upcoming municipal elections n 2003 - Albany, Kennesaw, Rome/Dalton, Savannah, and Macon. For all other areas there will be a drive to increase awareness of municipal elections, with a goal of reaching out to the entire state in 2004. Issues raised included students don't register to vote at school, they don't get absentee ballots, and inconvenience of voting polls/limitations. Ideas raised about getting a voting precinct on campus (Albany State successfully did this), online voting (in the future), and using technology. Working with the Secretary of States office can be helpful to impact voting registration and voting options. Some concerns expressed especially in light of the last election that votes don't really count, but Mr. Mills countered that because the election was so close the votes countered all the more. Mr. Mills shared the four steps to impacting change: get informed, find others, get to know your elected officials, get active. Materials were distributed including the Pledge to Vote Democracy Toolkit, Voting is the Heart of America brochure, and Pledge to Vote cards. The Vote for America office is located in Atlanta and can be reached at 770-874-0018 or via the web at www.voteforamerica.org. Mr. Mills was seeking feedback and interest of student/campus leaders to serve as steering committee members, particularly in the five focus areas of Georgia for 2003.

Student/Advisor Travel and Remuneration policies and practices, including use of institutional vehicles:
Some institutions are experiencing difficulty with student and advisor travel, particularly with usage of institutional vehicles. The practice observed by the USG Business Office was shared as a baseline, along with the travel guidelines established by the State of Georgia Auditors Office (these guidelines can be found online at www2.state.ga.us/Departments/AUDIT/m&lg/travelreg.htm.) The latest update from legal affairs concerning vehicle usage was also shared in light of DOAS canceling the American Southern insurance policy, resulting in auto insurance being subsumed under the Georgia Tort Claims Policy. The Tort Claims Act (50-12-22(7)) was discussed including the wording "state officer or employee" which is defined to include "..any natural person who is a volunteer participating as a volunteer, with or without compensation, in a structured volunteer program organized, controlled, and directed by a state government entity for the purposes of carrying out the functions of the state entity." This can include student drivers providing certain criteria are met, but the criteria are not clearly defined. Discrepancies across the system of concern are the ability (or inability) of students to use institutional vehicles, and the manner in which student and advisor travel is processed and funded. The discrepancies are forcing some groups to rent vehicles off campus, use personal vehicles, or discontinue activities that might require transportation. Likewise, some institutions are finding that the business office procedures are diminishing the ability of students and/or advisors to take advantage of travel and conference opportunities, and that some procedures seem to distinguish how travel is handled depending on the student's affiliation with certain activities (athletics for example). Approximately half the institutions represented do not allow students to use institutional vehicles. About a third represented do not have any advance payment provisions for student travel. It was recommended that the body consider a baseline policy to be recommended to the BOR for vehicle usage. Discussion included funding sources and issues, such as use of student fees, training of drivers, and verification of driver status. SAC is requesting the BOR and/or USO support the following statement to allow base access across the system, with specific procedures, policies, and/or restrictions being institutionally established:

ALLOW STUDENTS TO USE INSTITUTIONAL VEHICLES IN ACCORDANCE WITH GEORGIA TORT CLAIMS POLICY.

A suggestion was also made that since BOR funds have existed to support SAC executive officer travel expenses, and since SAC no longer has executive offices but has returned to its original body of SGA presidents, that the funds allocated for SAC be used to support the costs of SGA presidents participating in SAC meetings.

Feedback on Computerized Regent's Test Option:
SGA presidents were asked in advance to gain feedback on student opinions of a possible computerized Regent's test option for a nominal fee, possible $15, understanding the traditional testing option would remain available fee free. Institutions with high non-traditional student populations had concerns about their students being comfortable with online testing and not being willing to pay the fee. Some schools, especially with "high-tech" students, were very in favor of the option. There were many logistical questions that could not be answered at this time (implementation costs, cost savings, details about administration, procedures, etc.), but generally speaking the response was favorable. The body was polled on the following questions:

SAC generally felt the option could be beneficial but that the majority of students would continue to use the traditional version. The fee did not appear to be a determining factor in support for an online option.

Discussion of statewide budget situation and institutional implications:
Some FY2003 budget figures were reviewed to give perspective on how significant the budget situation is for the USG. Some preliminary FY2004 figures were also reviewed indicating that budgetary challenges are likely to continue or increase in the future. Students are concerned about the use of student fee funds for various purposes due to budget shortfalls, in particular staff salaries that are not viewed as being of direct benefit to students. Of the institutions present, the following indicated that:

Discussion was raised about compliance with policy 704.021 (former 705.05). Three campuses indicated that they were experiencing implementation problems: Augusta State University, Darton College, Albany State*
*Albany State University had specific concern with SGA having to select from a pool of students selected by administration and the process by which this pool was identified.

Some other campuses indicated difficulty with aspects of policy implementation, or potentially inappropriate practices that undermine the letter and/or spirit of the policy. Students were advised to work through all appropriate institutional avenues prior to sharing concerns with the University System Office.

HOPE scholarship discussion and brainstorm impact issues regarding student fees:

SGA and student leader assessment and evaluation:
Most all agreed that the primary assessment and evaluation tool is the SGA constitution and the regulatory guidelines established within it (18). A couple of schools did indicate that their current SGA constitution does not adequately address evaluative issues and/or removal from office. A few schools also use evaluation forms as a tool, ranging from only self-evaluation to peer and advisor evaluation as well. Other forms of assessment identified include student feedback/comment cards, student newspapers, and re-election (or lack thereof). One school indicated that there is no evaluation or assessment currently of SGA. The assessment discussion led to a discussion of differential SGA benefits, particularly stipends. Of the institutions that pay stipends to SGA officers, the manner in which the stipends are processed varies. Some treat SGA members as student or staff employees, some issue flat sum stipends, and some treat stipends as financial aid. An equity concern was raised, especially for those receiving stipends as a form of financial aid, that depending on other aid received the amount of benefit for participation in SGA can vary considerable between students. The various distribution and determination methods for stipends and/or benefits was raised as a concern, but no system-wide solutions are being advanced at this time.

Alternative student governance and leadership models:
One USG institution has replaced the traditional SGA with an alternative governing body (Dalton College), and one is in the process of doing so. The idea has been discussed at some other schools as well. Club Councils appear to be the model of choice allowing a broad spectrum of representation across the campus. Many however felt that Club Councils are ineffective and poorly attended therefore replacing formal SGAs with such councils on many campuses could prove detrimental and leave the students without representation. Concern was raised that the desire to eliminate or restructure SGAs is being driven by administrators and not students. It was also noted that two-year schools seem more likely to move away from SGA than four-year or larger institutions.

Strategies for coping and communicating about recent world events on campus:
The body generally felt that this was more of a programming issue than a SAC/SGA discussion item, but a few did mention the successful use of online forums.

SAC presentation at the BOR May meeting: (specific date and time to be determined, but most likely May 21)
During the February meeting there was consensus that the BOR should be updated on the activity and changes within SAC during this past year, and that the SAC advisor should be the primary presented. Hearing from students directly is valuable therefore the advisor agreed to prepare the presentation with the assistance of selected SAC members. Interest in assisting with the presentation was expressed by LaToya Freeman, Tremaine Reese, Rachel Van Ness, and Carlos Vilela. Interest in attending as guests was expressed by Leonardo Morantes, Brian Dawsey, Geoffrey Grimes, Tanika Lakes, and Teela Davis.

A break for dinner was taken at approximately 5:45 p.m. Discussion continued through dinner, and the meeting concluded at approximately 7:00 p.m.

< Minutes