Eastern Oregon University Tech-Fee Committee
Project Submission And Project Reporting Guidelines

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General Requirements:

Any project proposal submitted to the Tech-Fee committee for recommendation to the Provost for funding by tech-fee monies must originate from a sponsoring campus group or administrative unit and have the review of a campus administrative unit before the tech-fee committee will consider it. Administrative units include the two schools, DDE, Student Government, Vice President for Student Affairs office, and the Provost's office.

Any proposal must be directly associated with student use. Faculty use of proposal resources is limited to preparation and direct support of student activity unless the proposal is directed to a general increase in the technology capability of the campus.

Any proposal must include a rationale for the use of project resources, a list of the components, a projected cost, where the equipment will be housed (if applicable), and an estimate of the projected use of the project resources by students.


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Specific Requirements---

The list of components must be specific enough to allow an accurate estimate of the cost of the project. The component list will include any and all costs associated with the project including but not limited to: hardware, software, infrastructure changes, technical support, and student wages. The proposal will also include a realistic estimate of installation cost, time, and methodology.

The proposal must indicate specifically where the project resources will be housed and what administrative unit is responsible for security, maintenance, and student access to the resources.

The proposal must estimate the number of students who will directly or indirectly utilize the resources of the project, the intensity of projected use, the degree programs affected, and the class level of students affected.


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Criteria for recommendation of a project. A project will be recommended on a priority basis based on the following criteria if it meets the initial requirements noted above:

  •  Number of students directly affected by the proposal.
  •  Creation of a new capacity not currently available to students.
  •  Enhancement of an existing capacity available to students.
  •  Potential impact on the quality of instruction and learning.
  •  Cost.

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Procedure for the submission of a proposal.

1. Develop proposal documentation based on committee guidelines, as listed in the above three sections (General Requirements, Specific Requirements, Criteria for recommendation)--done by originating group.
2. Submit proposal to appropriate administrative unit for review--done by originating group.
3. Develop oversight review for all Tech-Fee submissions from that unit and submit review to the Tech-Fee committee--done by Administrative Leader, e.g., Vice President, Dean, Director, or faculty advisor for student group. Submit to either the faculty or student Tech-Fee committee co-chair.
4. Submit proposal documentation to the Tech-Fee committee--done by the originating group. Submit to either the faculty or student Tech-Fee committee co-chair.
5. Proposal considered by Tech-Fee committee. Committee will request attendance of members of the originating group--done by the Tech-Fee committee.
6. Proposal, along with all others for the period, will be prioritized and placed on the recommended or the not recommended list and will be forwarded to the Provost--done by the Tech-Fee committee.

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Time line for Tech-Fee committee submissions.

  •  Fall term—prior to 4th week of fall term, the Tech-Fee committee will meet at least once for budget update and review of business.
  •  End of 4th week of fall term (i.e., no later than 5 p.m. Friday)--proposals submitted to Tech-Fee committee.
  •  End of 8th week of fall term--proposals reviewed by Tech-Fee committee.
  •  End of 9th week of fall term---recommendations of proposals to the Provost.
  •  Winter and spring terms--Tech-Fee committee will meet at least once each term for progress reports and emergency proposals.

An EMERGENCY PROPOSAL is defined as a request resulting from an unexpected occurrence that demands immediate action for an existing computing (or other equipment) problem that makes the equipment unavailable for student use.


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Record keeping procedures and reporting requirements.

  •  It is the responsibility of the originating group to clearly account for the use of tech-fee funds expended on their project. This responsibility includes creation and maintenance of a project file documenting all project fiscal activity. The file will include copies of all purchase orders, receipts of purchases, payroll receipts, service contracts, and documentation of any other use of funds on the project. A project completion report will also be included. The file will be submitted to the Tech-Fee committee upon completion of the project. Project files will be maintained by the University, housed in the Provost's Office administrative files area, for five years after project completion.
  •  It is also the responsibility of the originating group to inform the Tech-Fee committee about the progress of their project. This requirement includes an informal progress report to one of the tech-fee committee co-chairs during the course of the project, an annual report to the Tech-Fee committee for works in progress that overlap fiscal years, and a project completion report. The project completion report summarizes all project fiscal activity and is included in the project file submitted to the committee on project completion.

Project Completion Report Form (MS Word format) click here

Last updated by MCT on 5/13/03 .