Guidelines for Expenditure of Computer Access Fee Funds

Guidelines for Expenditure of Computer Access / Instructional Technology Fee Funds

Updated September 2004

The Computer Access Fee was originally approved by the Texas A&M University System Board of Regents in 1987 by Minute Order (139-87). In March 2000, the fee was renamed the Computer Access/Instructional Technology Fee (CA/ITF) (Minute Order 33-2000). The Academic Program Council recommends changes in the fee allocation subject to the approval of the President.

The most recent request for modifications to the CA/ITF approved in March 2004 states:

"The portion of the Computer Access/Instructional Technology Fee devoted to Computer Access will be used exclusively to support equipment and services for student access to computing, networking, and student administrative computing.

The portion of the Computer Access/Instructional Technology Fee devoted to Instructional Technology will be used exclusively to support classroom instructional technology and to support the faculty's use of instructional technology in teaching."

In order to insure that the CA/ITF funds are expended in support of the above purposes, the following guidelines are set forth.

1. In general, hardware or software purchased from CA/ITF funds must be used 100% of the time to support access to student instructional computing, networking, student administrative computing, classroom instructional technology, or to support the faculty's use of instructional technology in teaching. This is particularly relevant for PC's, Mac's, and Unix workstations.

   In those cases where the expenditure is for larger resources, which serve multiple functions, the direct use of the resources for instructional purposes must equal or exceed the share of funding from the CA/ITF.

2. All inventoriable items purchased with CA/ITF funds must have a sticker that indicates the item was purchased with CA/ITF funds. This sticker should be prominently displayed on the item if possible. Stickers may be obtained by calling or e-mailing Ms. Lori O'Bannon at 845-8422 or lorieo@tamu.edu.

3. In those cases where CA/ITF funds are used to "purchase" access to computing resources, the billing for such access must conform to a generally accepted billing algorithm. This algorithm must present a uniform and consistent billing for all users of these resources. The billing algorithm must be running on the resource and billing information must be presented for each job as it is run. Such a billing system is typically not appropriate for microcomputer and workstations.

4. When the CA/ITF is used to purchase services such as maintenance on hardware or software, the equipment for which these services are purchased must be used to support access to student instructional computing, networking, student administrative computing, classroom instructional technology, or to support the faculty's use of instructional technology in teaching. In those cases where the equipment serves multiple purposes, the use for student instruction must equal or exceed the share of funding from the CA/ITF.

5. When the CA/ITF is used to support personnel, the personnel must directly support access to student instructional computing, networking, student administrative computing, classroom instructional technology, or to support the faculty's use of instructional technology in teaching. This category is typically subject to a high degree of scrutiny and if used must be carefully documented. The key element is the direct support. In general, it is not appropriate to charge faculty, instructors, and graduate students (GATS, GANTS) to this category.

6. An annual report is due from each college detailing their use of CA/ITF funds allocated to that college. This report is due by the end of the fiscal year in which the allocations were made. The report must list all expenditures. The college reports will be part of the annual report submitted to the President.