Resource Allocations
Forms
Resources to inform the process
- When to use Lottery (materials/supplies) vs Instructional Equipment Funds (FHDA brief summary)
- Lottery (materials/supplies) vs Instructional Equipment Funds - BAM Appendix D (CCCCO)
- Allowable Uses of Lottery Funds (2020 CCCCO memo)
Submission Process for Resource Requests
- Deans work with departments to compile resource requests in fall of each year.
- Draft resource requests are submitted to area Vice President and CTE Program Coordinator (to review for SWP/Perkins fund allocations).
- Area VP works with the area to finalize resource requests.
- Final resource requests are submitted to RAPP in the spring quarter.
- RAPP reviews all requests and determines funding allocations.
- RAPP decision on resource requests is forwarded to College Council for review and approval.
Evaluation of Resource Requests
- Amount of money available in various funds is confirmed by the Budget Advisory Committee by the end of Winter Quarter
- Funds are distributed from most restrictive (i.e., Perkins) to least restrictive (i.e., Lottery)
- Requests for SWP/Perkins funds are evaluated and assigned a recommendation by the CTE committee and forwarded to RAPP
- Other restricted funds (i.e., grants) are evaluated and assigned by the fund manager and likewise forwarded to RAPP
- RAPP reviews requests not funded by restricted sources and finalizes recommendations for expenditures to College Council.
Criteria for Resource Requests
- Resource requests are evaluated for completeness and content by a subcommittee of RAPP.
- Requests with missing or insufficient information are returned to area managers/deans for clarification. This may include:
- Errors in identifying requests that require labor/installation/infrastructure
- Errors in identifying the correct funding source
- Incomplete or repetitive justifications
- Questions regarding necessity or impact of desired purchases
- Repeat of funded requests from previous years.
- These requests will still be considered, as long as updates are made and promptly and returned to the committee.
- Requests are arranged with respect to needed/desired and direct/indirect impact on programs.
Agreements
RAPP members agreed to the following as it pertains to lottery and instructional equipment (version 6.23.23)
- Establish an annual reserve for instructional equipment:
- Hold back $500,000 annually for instructional equipment and reassess annually
- $500k between the main account and the contingency account.
- larger requests could come out of the reserve.
- $100,000 will be reserved in the VPI contingency account.
- Establish a VPI contingency fund for emergency requests:
- if the request is over $100,000, the request must come to RAPP for approval.
- If under $100,000 can come from the contingency fund and VPI may use discretion to fund as needed.
- Establish a Lottery contingency fund:
- establish a fund of $100,000.
- Lottery funds should be used first when applicable.