SAF Committee Minutes
February 7, 2014
Voting members in attendance: Jenny Wong, Daniel Rice, Martin Nguyen, James Anderson, KD Lee,
Sarah Reeves, Helen Um, Brian Hoang
Members in absence: En En Lei (Ennie)
Ex-officio in attendance: George Theo, CJ Long, Marie Ferrer, Sam Al-khoury, Andrea Ramirez, Leah
Shelton, Emily Christian
I. Call Meeting to Order at 8:04
II. Attendance/ Roll Call
III. Confirm Agenda
IV. Confirm Meeting Minutes from January 31, 2014.
A. Daniel moves to approve minutes.
B. Martin seconds motion.
C. Minutes approved 7-0-0
V. The Committee is holding required hearing sessions for applicants who have applied for SAF Funding.
The information from the hearings listed below consists of a Q &A between applicant groups and the
Committee. The purpose of these hearings is to provide clarifying information for the Committee
regarding questions they have for groups who applied for funding. The information will be used to help
the Committee in their deliberation process.
VI. Student Engagement (Sam Al-Khoury, Leah Shelton, Andrea Ramirez)Background Information
1. Requesting program money as well as a stipend for the chair. Encourages best quality work from
position with stipend.
2. Assistants help with budget requests, assists in day to day operations, works with Marie
(processing).
3. Costs fluctuate every year. Hosted over 204 events. Had over 10,000 students in attendance.
4. (Decrease in programming dollars): Staff salaries are no longer requested from SAF funding.
5. (Types of marketing and supplies): More students to service not necessarily more events.
Haven’t branded student engagement.
6. (Printing office supplies): Cushion. Suggested area to cut if necessary. Split costs with student
affairs and student life.
7. (T-shirts): Shirts for events. 4 events planned. Average of 200 participates per 4 events per year.
Not as much as other campuses.
8. Transportation: Funding for transportation prevents taking funding from programming dollars.
9. Intensive days of training days: their identity, what’s expected from everyone. Networking and
team building with students to work collaboratively.
10. ($5000) for co-sponsorships. If suggested project doesn’t meet with timelines or are over
programmed.
11. Student engagement help students develop transferable skills, build their resume, building past
the classroom. Feeling safe on campus, feeling that they matter. Try and complement what
students learn in the classroom.
Can you elaborate on the need for a professional part time program assistant?
 Historically we have been funded for a Part-Time Program Assistant, and this year was
the first we did not have these funds available. This position has allowed the many areas
within Student Engagement & Activities to have additional support and provide support
for a paraprofessional in the field of Student Affairs. This position has allowed us to
work with graduate level students in providing opportunities for professional dialogue
and discussion on best practices within the field. These positions allow for more advising
support for student programs within Student Engagement & Activities. As we move into
a new student center and improve services of a growing student body, this position is
crucially supportive.
How was the number of hours determined for the ULC chair?
 This was position was calculated as a stipend at 167 hours of work on the program at
$12 per hour. This recommendation was made by the ULC conference Advisor based on
the work need to accomplish planning and execution of this event.
How were the hours for the project assistant position determined?
 $12 per hour for 48 weeks at an average of 40 hours a week split between 2-4 students.
This past year, we have not been able to utilize Student Assistants to support programs
as we have in the past. This has caused some difficulty, and we would like to formalize
these positions that we have been utilizing for a number of years. We would also like
these students to help support staffing the IDEA Project.
Can you provide more information surrounding the breakdown for the events in this request?
 Please note this is a tentative breakdown - events needs fluctuate each year for a
multiple of reasons.
Programming
MLK
$
500.00
Recognitions & Awards
$
3,500.00
Diversity Series Programming
$
6,000.00
International Student Facilitators Programming
$
3,500.00
Lunar New Year
$
500.00
Intercultural Night
$
500.00
Social Justice Trainings & facilitation (Safe Space, HB1079, etc.)
Leadership Programs (PDS, Leadership Month, Women’s History,
etc)
$
3,000.00
$
3,500.00
Etiquette Dinner
$
1,000.00
University Leadership Conference
$
6,000.00
Welcome Week Programming
$
3,500.00
IDEA Project: UW1-161
$
2,000.00
TOTAL
$
33,500.00
Why is there a ~$50,000 decrease in programming dollars from last year’s request?
 Programming dollars are consistent with last year’s request, and line items may appear
different as SAF lines are different from how we request funds. The overall total is
different since the Student Life/Student Affairs Ops budget is requesting current staff
salaries. Three approved full-time staff members are on the other budget.
Can we have a breakdown of attendance to the events listed under programming?
 We hosted and co-sponsored an average of 204 events in 2012-2013 (not including clubsponsored events) with an estimated average of 10,000 attendees for the year.
Can you elaborate on the expected unforeseen costs listed under Facilities?
 Periodically, we are charged facilities costs for office moves, fixing items, hanging
banners, hanging art work, moving furniture, etc. We are not aware of these costs in
advance as the can be very substantial. (For example, hanging artwork in the SPOT
alone cost over $500.)
What types of marketing and promotional supplies are you using under “office supplies”?
 We are looking to purchase pens and marketing items to brand the name Student
Engagement & Activities. Currently we are identified as Student Life and we hope to
help the campus understand what we do and who we are as an office. Purchases
depend on approval of funds and the needs for marketing. As we grown into a new
Student Center we must think of messaging and marketing to the students.
How is the $5,000 for printing different from the $20,000 for office supplies under the Student Life
Operations budget?
 With the changes going on with Student Life/Student Affairs, we are unsure about what
will be covered for Student Engagement. Our hope is to make certain that are enough
funds to cover all the printing and marketing work we do from the Student Engagement
side. With a growing staff, our need for office supplies has also grown.
How many shirts are you buying for $5,000 for students?
 Shirts- Average cost for 200 participants at event: $9 per shirt x 4 large events = $7,200.
We would like to be able to purchase t-shirts for four large events per year on an annual
basis. This helps with promotion and creates traditions within the UW Bothell
community.
Can you elaborate on the IDEA project space? How will this benefit students?

IDEA Project (Identity, Dialogue, Expression, Action): A Student-Centered Space for
Leadership and Engagement
 IDEA Project is a site for expression, deliberation, strategic planning,
action, and reflection. IDEA Project draws on the many experiences and
talents of UWB’s diverse student population to design and implement
events, projects, programs, and collaborative initiatives that address
issues of student concern. Diversity is understood across all pathways of
difference. IDEA Project activities and benefits include:
 Dynamic, facilitated conversations on issues related to campus
diversity.
 Interactive workshops for students to develop action plans to
carry out projects important to them.
 Supportive staff who coach students through the process of
designing, implementing, and assessing student-led projects.
 Connections to all of the other Student Success Center units,
which provide a variety of additional supports.
 A welcoming, safe space for students to talk, work, and share
thoughts and experiences.
Under transportation, who will be travelling and what is the purpose?
 Students and staff for business purposes that are related to advising a group.
Can you provide a more thorough breakdown of travel expenses that are to be used for going to
conferences? Will staff be traveling with students too? How will students be chosen to go? Where will
these conferences be held?
 Ongoing trainings quarterly trainings and conferences are to be determined based on
focus, availability and cost each year. Advisors travel with students to conference or
local travel for training or events for risk and liability. This includes trainings, meetings
with groups at UW Seattle/UW Tacoma, travel for groups based on their specific focus
areas, quarterly trainings, on-campus trainings, team-building opportunities, etc.
Social Justice Facilitators (Diversity Programmers)
$
2,000.00
International Student Facilitators
$
3,000.00
Intercultural Leadership Alliance
$
2,000.00
Leadership Conference
$
3,000.00
Volunteer Conferences
$
3,000.00
Diversity Conference
$
5,000.00
Advisors to travel with student (4 full-time staff) ($2500 each)
$
10,000.00
Part-time PA travel support
$
2,500.00
TOTAL
$
30,500.00
What is the white privilege conference?
 WPC is a conference that examines challenging concepts of privilege and oppression and
offers solutions and team building strategies to work toward a more equitable world.
WPC is a conference designed to examine issues of privilege beyond skin color. WPC is
open to everyone and invites diverse perspectives to provide a comprehensive look at
issues of privilege including: race, gender, sexuality, class, disability, etc. — the ways we
all experience some form of privilege, and how we’re all affected by that privilege. WPC
attracts students, professionals, activists, parents, and community leaders/members
from diverse perspectives. WPC welcomes folks with varying levels of experience
addressing issues of diversity, cultural competency, and multiculturalism. WPC is
committed to a philosophy of “understanding, respecting and connecting.” More can be
found at http://www.whiteprivilegeconference.com/wpc.html
Can you provide more details about the training and development camp under “other”?
 An in-depth training is provided to all students employed with Student Engagement.
During this training we develop a curriculum focusing on learning outcomes. During this
camp students will:
o Identify strategies & skills to promote team-building
o Name values and expectations of student leader position
o Define leadership styles and strengths
o List skills applicable to their positions
See sample agenda attached.
Can you elaborate on the $5,000 used for student sponsorship under “other”?
Is this built into the training and development, or is this independent?
 This is an independent allocation. This funding allows for Student Engagement to
partner in supporting students in other request such as hosting LEAP (HB 1079 training)
and conference for students to attend, such as the Navigating Triggering Events
workshop. It also allows us to fund new projects or event ideas, and additional support
for events as needed (LSU lecture/speaker fees, partnerships with faculty, etc.)
SAMPLE Camp Agenda from Summer 2013
Camp Learning Outcomes
1. Identify strategies & skills to promote team building
2. Name values and expectations of student leader position
3. Define leadership styles and strengths
4. List skills applicable to their positions
Day 1 – Who am I and how do I relate to all this?
9 am
Students arrive on campus
10 am
Leave for camp
11 am
Arrive at camp
11 – 11:30 am
Get settled in rooms
11:30 – 12 pm
Icebreakers
12 – 1 pm
Lunch
1 – 1:30 pm
Expectations & Behavior Contracts
1:30 – 5 pm
What does it mean to be a student leader?
a. What is leadership? What is a student leader?
b. Philosophy/values of co-curricular involvement
c. Student and advisor roles
d. Goals for team for camp
5– 6 pm
Dinner
6 – 6:30 pm
Short Break
6:30– 9:30 pm
Identity
a. Personal values and identities exploration
b. What does this mean in a group?
c. Connection to student leader values and identities?
Day 2 – Connecting myself to my team
8 – 9 am
Breakfast
9 – 9:30 am
Icebreakers
9:30 – 10:45 am
Ethics & Case Studies
10:45 – 11 am
Instructions for Breakouts
11 – 12 pm
Breakout: Learning Outcomes
12 – 1 pm
Lunch
1 – 2 pm
Breakout: Programming 1
2 – 3 pm
Breakout: Programming 2
3 – 4 pm
Breakout: Civic Engagement
4 – 5 pm
Breakout: Customer Service
5 – 6 pm
Dinner
6 – 6:30 pm
Icebreakers
6:30 – 8:30 pm Student Leadership Challenge
a. Do assessment
b. Discuss
c. Connect to Rope Course
8:30 – 10 pm
S’mores!
Day 3 – Connecting myself to my team
8 – 9 am
Breakfast
9 – 9:30 am
Icebreakers
9:30 – 12 pm
StrengthsFinder
a. Review strengths
b. Discuss as group
c. Connect to ropes course and Student Leadership Challenge
d. Relate to Student Leadership Challenge
12 – 1 pm
Lunch
1 – 1:30 pm
Icebreakers
1:30 – 2:30 pm Group dynamics/conflict
2:30 – 5 pm
Activities Free Time
5 – 6 pm
Dinner
6 – 8 pm
Boundaries
a. 4 corners activity
b. Large group and small group portions
Day 4 – Making this a great year for my team.
8 – 9 am
Breakfast
9 – 9:30 am
Icebreakers
9:30 – 10 am
Discuss missions of college/university and offices
a. Include org chart for office/institution
10 – 12 pm
Define your group
a. Write description of team
b. write team goals and mission;
c. team expectations for year/pledge;
12 – 1 pm
1 – 2 pm
2 pm
2:30
d. Share out to large group
Lunch
Clean up and Pack
Leave camp
Arrive at campus
VII. Food For Thought (Sam Al-Khoury, Leah Shelton, Andrea Ramirez)
Background Information
1. Oversees student spaces, reflection room, asking for rental payment of the 5 year contract. Will
renegotiate with SAF at that time to ask for continual rental. Technology installed in food for
thought. Students rented space from the bookstore. Cleaning of facility funded through SAF.
VIII. CEB (Sam Al-Khoury, Vincente Aberion, Martin Yanagihara)
Background Information
1. Hard to break down expenditures because programs are based on student needs which are
determined spring quarter. Goal of conference is to meet artists and get discounted rates for
campus events, and network with people from other schools. Other schools have to ask exact
expenditures a year in advance which prevents the flexibility and agility in programing. UWB
doesn’t plan too far out in order to address student needs more flexibly.
2. Contracts split between UWB and Cascadia.
3. Camp for training by Marysville in Washington State.
1) Can you break down a better list of expenditures used for programming dollars?
We typically spend approximately 25% of our programming budget in the Fall Quarter, 35% in the
Winter, and 40% in the Spring. We have several traditional events and programs including Homecoming
Week (October), the fall dance (October/November), Lunar New Year (January/February), Casino Night
(February), the Glow Dance (April), and Spring Fest (May). However, in order to create a true leadership
experience for the CEB programmers, they develop all other programs based on the needs of the
student body as they see them at that time. This means that not all of Campus Events Board’s programs
through June 2015 are planned yet. Most are planned a full quarter in advance, and we often wait to
book artists until the National Association for Campus Activities (NACA) Conference in November so that
we can take advantage of the heavily discounted booking rates and bring the artists to campus in the
winter and spring quarters.
2) How exhausted were the programming dollars through Fall Quarter of 2013, at $20,000 per
quarter level. When is your busiest quarter in regards to events held?
Spring typically has the fewest events but it is the most expensive because of our annual end-of-the-year
celebration, Spring Fest. Winter Quarter, however, is the busiest quarter overall because it features
events with artists whom we have contracted at the NACA Conference. During fall 2013, we spent
approximately $10,000 on programs, though this does not reflect the true cost of our programs. Many
of our programs are co-sponsored with Cascadia Community College. Contracts are usually evenly split
between the two institutions; for example, Cascadia Activities Board took on contracts this past Fall
Quarter while UW Bothell Campus Events Board will process the contracts for Winter Quarter events.
3) Is the $12,000 for travel adjusted for current per diem rates?
The request for $12,000 in travel funds does reflect the current travel per diem rates. A breakdown of
our anticipated travel costs is below in the answer to Question 5.
4) What is the purpose of the NACA conference? How will this benefit the greater campus
community as a whole?
The National Association for Campus Activities (NACA) provides students a chance to network with
programmers at other universities to see how they engage students in their own campus communities.
CEB learns how other universities spend their student dollars and market events, which we bring back to
UWB so we are better and more effective stewards of SAF dollars. NACA also provides students with the
opportunity to find discounted artists, performers, lecturers, entertainers, documentaries, and
marketing strategies to bring back to our campus through the Block Booking element of the conference.
We book acts that give students an educational experience by meeting our learning outcomes, while
bringing students together. Through the NACA experience student attendees learn professional skills like
negotiating contracts, dealing with agents, and financial accountability. Additionally, through the
educational sessions, student attendees build on their leadership styles and enhance their programming
abilities.
5) Can you provide a breakdown of costs for attending NACA?
a. NACA West
i. 7 people x $192 (per diem rate for Portland for meals and lodging) x 4 days =
$5376
ii. Driving costs to Portland = 2 vehicles ~ $450
iii. Registration costs = ~$225 per person x 7 people = $1575
iv. Total for NACA West = ~$7401
b. NACA National
i. 3 people x $241 (per diem rate for Boston for meals and lodging) x 7 days =
$5061
ii. Airfare = ~$800 x 3 people = ~$2400
iii. Registration Costs = ~ $351 x 3 people = ~ $1053
iv. Total for NACA National = ~$8514
c. Total estimated travel costs = ~$15915
d. We have requested less because we hope to save costs by lodging students together
and advisors together in hotel rooms where possible, overestimating the cost of airfare,
and will address any shortfall through the unanticipated costs line item that we have
requested.
6) Can you provide a breakdown of the $3,000 for training and development under “other”?
o
$1750 for Fall Training – This includes the cost of transportation to the leadership camp,
lodging and activities at the camp for 3-4 days, training supplies and materials such as
binders and , for a month of training.
 ~ $250 for transportation
o
 ~ $1000 for camp for 6 students for 4 days with meals
 ~ $500 for training supplies, binders, assessments, activities
$1250 ongoing training for Winter and Spring, including additional supplies and activities
7) Were you able to achieve all of your programming objectives last year in terms of student turn
out?
We measure the success of our programs on many factors and attendance is only one of them. We had
outstanding attendance at our programs overall. Attendance numbers at programs this year were
included in our proposal. We also measure the success of our programs based on whether they meet
research-based learning outcomes which are unique to each program. On that measure, we are also
meeting our programming objectives.
IX. . Career Center (Kim Wilson, Mojan Ahmadi, Bonnie Monteleone)
1. Career, professional and personal development. (Explore, Build, Connect.)
2. Graduate student advisor position filled by graduate student. Provides graduate student
assistance and location other than their graduate advisor.
3. Lowered projected costs because career center became more creative in partnerships and was
able to reduce costs by recommendations from SAF committee last year. (Costco instead of
catering companies).
4. Husky Jobs: Tri-campus database. Husky jobs more cost effective and provides greater
opportunities for UWB students.
- Can you elaborate on the need of the graduate student advisor? Will this be a student-staffed
position, or a professional staff member?
The request for a graduate student advisor stems from the results of our last graduate survey and the
increased need by graduate students for our services. Several of the comments from the June 2013
graduate survey included requests for specific programming, in class presentations, and services for
graduate/professional students. We also have seen an increase in graduate school clients from the 2012
to 2013 calendar years, from 10 to 54 respectively. We are requesting funding for a graduate student
staffed position to expand specific career services, workshops, programming and offerings to best serve
our growing graduate student population.
- Will the graduate student advisor be available during the peak times of when graduate students are on
campus?
Another request we received from the graduate survey was extended hours to serve evening and
professional programs. There are discussions now to expand the Student Success Center hours to meet
those needs. In anticipation of this, we are requesting the graduate student advisor position to provided
targeted programming, and services during peak times when graduate students are on campus.
- Why is there a $7,000 decrease in programming dollars?
During the last SAF cycle, it was recommended that we find more sustainable means to support our
programming. We have implemented some creative solutions in collaboration with our event partners
throughout this year to align with that recommendation. We also have purposefully requested the
majority of our funding targeted at the human resources of our Assistant Career Advisors which we feel
provide the greatest service to our student population.
- Will husky jobs continue to be maintained by the same third party company?
Yes. Our partnership with the UW Seattle and Tacoma for this service continues to make it the best
affordable and viable option at the present time for a job and internship database.
- What will the $3,000 be used for to support the electronic and print resources? Are students charged
for career assessment testing?
The $3000 will be used to support specifically WC Online ($715 for our appointment scheduling system
for Career Services, Disability Services, Veterans Services, Global Initiatives, Merit Scholarships and
Undergraduate Research), SkillsOne site renewal fee ($213.54 for our Strong and MBTI site membership,
this does not include the cost of the assessments), and Husky Jobs ($2,000 for our tri-campus jobs and
internships database) and to offset additional printing costs associated with our programming and
events. Students are charged the cost of the assessments and interpretation materials for career
assessments.
X. . Facilities Rental & Services
Background Information
1. Will go through upper management to connect with the new chancellor in terms of whether or
not conditions of agreement ($40,000) would remain the same.
2. Fee used to depend on the size of the room. Split between 30 and 50 dollars per hour because
of size (split cost to 40). If every club met for an hour a week, funding would take care of 33%.
(Limited to classroom sizes).
Q. Can you provide evidence to support the increase in clubs on campus who are using rooms
covered by this expense?
A.. The data I used in my original request was based on this chart and information provided to me
by Student Life regarding the number of clubs/organizations each year. The number or
reservations is taken from the spreadsheet Event & Conference Services keeps for our day-to-day
work that includes all reservations
2011-2012
2012-2013 2013-2014 2014-2015
# clubs
80
108
75
88
#'s fluctuate year to year; numbers in
black are actuals; number in red is avg of
last 3 years
FY reservations
829
854
880
906
assume these increase each year by 3%;
#'s in red are est., #’s in black are actuals
Q. Why is the request coming in at roughly $20,000 more than the original agreed upon amount
between the Chancellor and SAF?
A. It was my understanding that the agreement was made between Chancellor Chan and SAF for
“as close to $40,000 as possible”. We have a new Chancellor and I have received no indication that
this agreement is still viable. It was also my understanding that our request needed to be based
on some type of formula, despite the agreement with Chancellor Chan. For the 2013-2014 budget
cycle, the amount requested was more than what was requested this year, based on the number of
clubs. For this budget cycle the number of clubs decreased, so the average was taken and the
number of clubs for the next budget year was estimated, thus the amount requested
decreased. Historically, Event & Conference Services has received less than the amount we have
requested from SAF, but, I do feel obliged to provide you with the actual/projected costs
XI. Library Laptops
Background Information
1. Employing between 9-12 students throughout the year. Each of the students are trained to
handle check-out laptops. About 20 minutes to refresh for another person to use the laptops. 20
new laptops circulated; the old 17 laptops out. The new laptops are military grade (tougher) as a
hope to last longer than old ones. Need of checkout laptops on campus is constantly evaluated.
On a daily basis, laptops are consistently checked out in intervals of 72 hours.
2. UWB IT refused to take on refurbishing of laptops. Cost of outsourcing not cost effective
compared to current method. Students will be fined if laptops are not returned on time
(reserved item of the library).
Q. All of our Student Technology Consultants start at $10.50/hr
Q. In an effort to meet increased demand we worked with UWB STF last year to fund the replacement
of 17 older laptops with 20 new ones. We gather data on the number of laptop circulations and the
number of turnaways that occur when all laptops are out in circulation and will continue to monitor this
service and work with UWB STF to meet student demand.
XII. Club Council (Alycenne Nguyen, Jacob Erickson, Karen Ramirez, Julia Yemelianov, Sam Al-Khoury)
Background Information
1. Hours added for club council members because having club council members at all times
allows students more access to seek help and give advising. Funding request will fund front desk at all
times; currently not all the time.
Club Council has distinguished a fine line between a club and a student organization. Clubs on the
campus are student led and initiated which means that the role of an advisor is less hands on as
opposed to a student organization whose advisor’s job is to be more involved. Clubs are driven and
organized directly by the students who are also the foundation of their clubs. These clubs are registered
student organizations and they are affiliated with the university but not part of it. For instance, clubs
may not use "UWB Art Club." The proper title would be "Art Club at UWB." Organizations are recognized
student organizations which are part of the university. With that being said, organizations are usually
paid and they function under direct guidance or a sponsoring unit, such as an advisor. An example of an
organization would be the student government on campus, ASUWB. They are paid to provide for the
student body on campus and they work closely with an advisor. Clubs are created by the students and
they don't receive a salary for club activities.
XI. Meeting Adjournment.
A. Martin moves to adjourn meeting.
B. Daniel seconds motion.
C. Meeting adjourned at 10:52.