STUDENT GUIDE TO CLUB FUNDING

Size: px

Start display at page:

Download "STUDENT GUIDE TO CLUB FUNDING"

Archibald Jacobs
5 years ago
Views:

Policy and Procedure Description: SA.013 is a guide for John Jay College students to obtain funding for their club. Related Links, Documents and Forms: SA.013.1 Student Activities Budget Summary Form Part 1 SA.

1 Policy and Procedure Description: SA.013 is a guide for John Jay College students to obtain funding for their club. Related Links, Documents and Forms: SA Student Activities Budget Summary Form Part 1 SA Student Activities Budget Data Entry Form Part 2 SA Student Activities Association Signature Form 1

2 CONTENTS: Policy Statement 1 Related Documents 1 Contacts 1 Student Guide to Club Funding 3 Student Activity Fees 3 Student Activities Association Budget Committee 3 Distribution of Student Activities Fee 4 Student Activities Club/Organization Budget Process 6 Student Council Budget Allocation 7 Committee on Clubs 7 Committee on Essential Services 8 Line Item Budgets 8 Category Line Item Descriptor 10 2

3 Student Activity Fees All student government and club activities are funded through the collection of the student activity fee. At registration a student activity fee is collected by the Bursar s Office from all full and part-time students. Per a CUNY Board of Trustees resolution, a waiver of the Student activity fee is not allowed. The fees are transferred to the Student Activities Association (SAA). The SAA has the responsibility for the administration, management and supervision of all student activity fees and related income. A Board of Directors consisting of 13 members administers the Association. Student Activities Association Board of Directors All expenditures of Student Activities Association funds come under the auspices of the Board of Directors of the Student Activities Association and its Budget Committee. The Board of Directors is composed of the following individuals: Chairperson appointed by the President of the College Vice President for Administrative Affairs Dean of Student Business Manager Three faculty members selected by the College President from a panel of six elected by the College Council (the College s governing body) for two-year terms. President of the Student Council Vice President of the Student Council Treasurer of the Student Council Secretary of the Student Council Senior Representative of the Student Council receiving the largest number of votes in the Student Council Elections Junior Representative of the Student Council receiving the largest number of votes in the Student Council Elections Student Activities Association Budget Committee The Budget Committee of the Board of Directors is composed of the following members: Chairperson of the Board of Directors Business Manager Two faculty members appointed by the President from the Board of Directors President of the Student Council Vice President of the Student Council Treasurer of the Student Council Secretary of the Student Council Senior Class Representative from the Board of Directors Dean of Students 3

4 The initial estimated Association revenue budget is developed by the Secretary of the Budget Committee based on the prior year s actual collections and projected enrollment for the current year. The Association s budget is enrollment driven and certain categories of expenditures are provided for partially or fully by an earmarking provision approved in a student referendum. Earmarking guarantees a minimum level of funding based on the number of students registered each semester. Distribution of Student Activity Fee Earmarked Category F/T Undergraduate Fee: $48.75 P/T Undergraduate Fee: $39.00 Graduate Fee: $29.50 Intercollegiate Athletics $ % $ % $ % Administration $ % $ % $ % Recreation $ % $ % $ % Clubs $ % $ % $0 0% Child Care $3.50 7% $3.25 8% $0 0% Student Government $3.50 7% $3.00 8% $ % Media/Yearbook $3.00 6% $2.25 6% $1.75 6% (Essential Services) Commencement $3.00 6% $3.00 8% $ % Student Activities $2.50 5% $2.00 5% $.75 2% Orientation $.75 1% $.75 2% $.75 2% Student Services $.75 1% $.50 1% $.75 1% Unearmarked $.75 1% $.50 1% $.50 1% Quality of Life $.50 1% $.50 1% $.25 1% Graduate Studies $0 0% $0 0% $ % Earmarked Category Descriptions: Athletics: Pays for the Intercollegiate Athletics Program at the College for men and women. Administration: Pays for such items as ID cards for students, Student Accident Insurance, the Associations Accounting, Annual Audit and Legal Fees, and salaries for the employees of the Accounting Office of the Association, and the salary for the Student Council Administrative Assistant. Recreation: Most of this allocation is used for salaries of students who work in the recreation facility and for equipment and supplies for recreational activities. Clubs: Pays for all certified student club activities and a portion of the expenses related to the Student Leadership Conference. Child Care: Allows approximately fifty students to have their children in child care. The budget of the Children s Center also consists of funds from New York State, the Federal Government and Parent Fees. 4

5 Student Government: Pays for stipends for Student Council Executive Officers, Student Council Office operating expenses, Student Council trips, and Student Government Elections (conducted by the Judicial Board) and a portion of the expenses related to the Student Leadership Conference. Media/Yearbook: Pays for the student newspaper (John Jay Times), radio station (WJJC), the senior yearbook (The Yearbook Society) and theatrical activities (The Theatrical Players). Commencement: Pays for the rental of non-college facilities for the commencement exercise and the expenses related to the awards ceremony. Student Activities: Pays for the Free Film Series, a portion of the expenses related to the Student Leadership Conference, Events, and Student Activities receptions and parties. Orientation: Pays for Freshman, Graduate, Family, and International Students Programs. Student Services: Pays for the Dean s List Reception for graduate and undergraduate students, the Annual Graduate and Professional Days, the Health Fair, the Job Fair and other educational activities. Unearmarked: These funds are used as designed by the Student Activities Association s Board of Directors. Quality of Life: Pays for exhibits of paintings and photographs in the North Hall lobby. Graduate Studies: Pays for annual Graduate Lecture Series and provides support for the Graduate Lounge and Computer Center and Graduate Orientation. 5

6 POLICY SA.013 Student Activities Club/Organization Budget Process JOHN JAY COLLEGE POLICY SA.013 Office: Student Development Allocating Committees START HERE Certification papers submitted to Judicial Board Judicial Board certifies club/organization SC Secretary submits Minutes & Budgets to the Office of Student Activities 10 Days prior to Board of Directors Meeting - Committee on Clubs - Essential Services Budgets reviewed and signed by Faculty Advisor, Club President and Treasurer Student Activities releases Budgets & Minutes to the Ass t Secretary 5 Days prior to Board of Directors Meeting Committee notifies club/organization with recommendation(s) IF NOT APPROVED Budgets Submitted to Student Government Executive Assistant *Allocating Committee meets to determine Budgets Upon approval (see below) IF APPROVED Allocating Committee submit budgets and minutes To Student Council Secretary Ass t Secretary prepares agenda for Board of Directors Meeting Board of Directors considers budgets Upon approval (see below) IF APPROVED Minutes and Budgets are sent to Student Activities Association Accounting Office for data entry Club funds are available three (3) business days later IF CONDITIONALLY APPROVED All documents for conditionally approved budgets must be submitted to the Ass t Secretary. Upon compliance budgets will be forwarded to Student Activities Association Accounting Office for data entry Student Council notifies Committee and provides direction Student Council meets to consider club/organization budgets IF APPROVED IF NOT APPROVED BY STUDENT COUNCIL * Allocating Committee provide the approval in the COC/ES section of the Budget Summary Form-Part 1 **SC Secretary provides the approving indication in the Council Use section of the Budget Summary Form-Part 1 NOTE: Incomplete sections of the Budget Summary Form Part 1 will result in delay of budget consideration by the Allocating Committee and Board of Directors 6

7 POLICY SA.013 JOHN JAY COLLEGE POLICY SA.013 Office: Student Development Student Council Budget Allocation The Budget Committee of the Student Council is responsible for determining the allocation of student government funds to the categories listed below. The allocation is subject to the review and action of the Student Council. Student Council budget categories eligible for allocations are: Student Representative Committee Committee on Clubs General Activities Committee Graduate and Evening Committee Special Programs Committee Essential Services Committee Judicial Board Student Council Operating Budget Student Government funds for operating expenses such as copy machines, administrative assistants, supplies, etc., are also funded from the Student Council Budget Committee. It is funded through the Student Council Operating Budget. The funds are under the jurisdiction of the Student Council President who serves as office manager for the Student Council. The Budget Committee may also establish guidelines, which provide limits on how a student organization may spend funds. In the past, these have included maximum budgetary amounts per organization and limitations on how funds are to be spent. If the Budget Committee has unearmarked funds allocated to the Student Government by the Board of Directors of the Student Activities Association, it may opt to allocate these funds to either the "Student Government Fund" portion of the budget and/or to the Committee on Clubs/ Media Yearbook Portion of the budget. Budget Committee minutes must reflect all guidelines and allocations established by the Committee. The Student Council s minutes must indicate the action of the Budget Committee s allocation process. Committee on Clubs Certified student organizations may apply for funds from the Committee on Clubs. The Committee on Clubs has the responsibility of funding student organizations, except clubs certified as performing essential services. The Committee ensures all such requests are in accordance with educational and cultural purposes of the College, benefit a significant number of students, are cost effective, and are in conformance with the overall budget guidelines and ceilings approved by the full Council. The Committee on Clubs (COC) establishes guidelines for all student organizations to follow. These guidelines are in addition to those of the Judicial Board. Certification does not guarantee funding. Minutes of the Committee on Clubs must indicate a clubs approved funding. 7

8 Committee on Essential Services The Charter of the Student Government describes activities performed by student organizations that qualify for Committee on Essential Service oversight. They are a radio station, a newspaper, a yearbook, and major theatrical productions. WJJC Radio, the John Jay Times, the Yearbook Society, and the John Jay Theatrical Players have traditionally provided these activities. The Charter further defines an Essential Service as an ongoing activity vital to the educational or cultural life of the College, and accessible to a large number of students. Generally, these student organizations receive funding greater than student organizations not performing an essential function as defined by the Charter. Minutes of the Committee on Essential Services must indicate an organization s approved funding. The Committee shall study and advise the Council on the Administration and performance of the Essential Services. The Committee on Clubs and the Committee on Essential Services receive their funding from the earmarking process of the Student Activity Fee. These funds may only be spent on their earmarked activity during the academic year in which they are received. The committee on Essential Services cannot serve as cosponsors in support of student club events. The Student Government may chose to supplement these funds with funds from other sources. Revenue received from Media Services/Yearbook must be approved by the committee on Essential Services an the Student Council. The Budget Committee and Board of Directors must provide final approval of these revenues prior to expenditure. Line Item Budgets The budgetary process begins with the certified clubs and essential services [referred to here as clubs] submitting proposed line item budgets respectively to the Committee on Clubs or the Committee on Essential Services. The budget forms are available from the Office of Student activities. Note: Information on all prior year student budgets and expenses are available through the office of Student Activities. After reviewing all proposed budgets against funds allocated, the Committee on Clubs or the Committee on Essential Services meet and determine recommended funding levels. These allocating committees may approve or reduce the requested funding amount. When the allocating committee approves the requested amount, the club must submit a line item budget to the allocating committee on the Budget Summary Form- Part 1 and the Budget Data Entry Form- Part 2. Upon approval of the line item budget, the allocating committee transmits minutes of their meetings to the Secretary of the Student Council for presentation to the Student Government. If the allocating committee reduces the requested funding amount, the club must submit a line item budget equal to the amount determined by the allocating committee. The allocating committee determines the deadlines by which these revisions should be made in order to meet again to reconsider the revised line item budget. It is the responsibility of the allocating committee to notify the club president or treasurer of the allocating committee s response or action. When the allocating committee approves the revised line item budget, both the budgets and minutes should be transmitted to the Student Government for its consideration. If the Student Council approves the recommended funding, the Committee on Essential Services or Committee on Clubs are authorized to notify the clubs of their level of funding or lack of funding. The 8

9 Student Government may reduce funding levels. In these cases, the Student Government Secretary must notify both the club and the allocating committee. The clubs must then submit Revised Line Item Budgets that meet the funding levels approved by the Student Council. Both the Budget Summary Form and the line items must equal the allocated amount. If the Student Government does not approve a club budget, the Student Government secretary must notify the club and allocating committee in writing of the appropriate action. The total of both the Budget Summary Form-Part I and the Budget Data Entry Form- Part 2 must equal the allocated amount. Budgets (or revised line item budgets) and allocating committee minutes (COC, Essential Services, Student Government) are transmitted to the Office Student Activities for consideration of the Student Activities Association Budget Committee and Board Of Directors. The Budget Committee will not take action without the approving minutes of all allocating committees. The Budget Committee and the Board of the Association must approve all allocations. The Broad of Directors renders the final approval. All original documents are forwarded to the Student Activities Association Accounting Office. The Accounting Office cannot respond to a check request or purchase requisition until budgets are input into the accounting system. Each semester certified club President and Treasurer's original Signature Forms must be on file in the Accounting Office. Student Government Executives must have their signature verifications on file in the Accounting Office after they have been sworn into office. Unless the Accounting Office has these forms in place, they are not allowed to act upon Check Requests and encumbering funds for Purchase Requisitions. The Office of Student Activities notifies the clubs of approved line item budgets that do not have pending conditions. Budgets that are approved conditionally must satisfy all conditions in order to have access to funds within the budget. 9

10 POLICY SA.013 JOHN JAY COLLEGE POLICY SA.013 Office: Student Development Category Line Item Descriptor Category 1 - Advertising Banners *Clothing (t-shirts) Publications *Publications Recruiting *Athletic Promotions *Athletic Employment Category 2 - Contractual * Audits Buildings & Grounds *Coaches *FICA (1099) Conferences - Dues *Consultants *Game Official/Assignor Instructional Services *Music Licenses *Payroll Processing Security *Senior Event Theater Services Membership Fees Workshops/Seminars *JJC Transfers To/From LIU all released *Payments to JJC *Bank Fees Category 3 -Equipment *Computer parts *Furniture Purchase Rental * - Athletics Category 4 Films *Film Developing Purchase Rental Category 5 Honoraria Awards, Plaques, Trophies, Certificates Performance(s) Reimbursements Guest Lecturer/Speaker - $ gift Category 6 Insurance *Athletics ***Children s Center *Directors and Officers *Liability * *Student Insurance *Exhibits Category 7 Printing/Postage *Ath Directories, guides, schedules Reference Books Books Printed Training Materials *Business Cards *Diplomas Duplicating JJC Handbooks Invitations Newsletter *Newspaper Magazines Postage Programs *Yearbook Taylor *Stationary Subscriptions Tickets Category 8 Rental *Arena Facilities *Athletics Fields *Garage Facility *Props, Scenery *Tables, Chairs *Vehicle Rental Category 9 Rep/Maint *Athletic Maintenance Gas *Athletic Repair Vans *Parts *Service Labor Fees Category 10 Telephone *Installation *Monthly Charges * Category 11 Stipends * Student Council Category 12 Personnel *Disability *Full-time *Health Benefits * *Part time Hourlies *Pension Benefits *FICA & Unemployment *Fringe Benefits Category 13 Supplies *Athletic supplies *Athletic training and supplies *Athletic Office Supplies *Athletic Gear *Athletic machine parts *Athletic Sporting Equipment *Athletic Facilities Supplies *Athletic shoe refund *Reimbursements-non student related Related to ID CARDS Security Office supplies *Computer programs upgrade Decorations Audio/Video Training Materials Yearbook preparation Commencement Supplies Exhibit Supplies Category 14 Travel Conventions *Local Car Expense (gas, tolls, mileage) Local Meals *Local Reimbursement non student related Local Bus/Subway tokens *Local Vehicle Rental non student related Non-Local Lodging *Non-Local Car expense Non-local Meals Non-local Registration fees Non-local Train (Amtrack) Non-local Airfare Non-local Bus *Advances non student related *Athletic Advances Per Diem Athletic Team hotel/meal Category 15 Refreshments *Commencement Reception *Departmental Events non student related *Employment Fairs Honorary Dinners Meetings *Reimbursements non student related Guest Speakers *Special Events non student related *Freshman Orientation Graduate Student Events Payments to JJC is for Tuition and Fees *All Entities may not be eligible **When considering ordering items within the category Printing and Postage please estimate for shipping and handling/freight charges ***Children s Center A separate Corporation 10

TABLE OF CONTENTS ASB INTRODUCTION... 2 ARTICLE I PURPOSE... 2 ARTICLE 2 DEFINITIONS... 2 ARTICLE 3 FUND MANAGEMENT...

FINANCIAL CODE TABLE OF CONTENTS ASB INTRODUCTION... 2 ARTICLE I PURPOSE... 2 ARTICLE 2 DEFINITIONS... 2 ARTICLE 3 FUND MANAGEMENT... 3 OBJECTIVE...3 USE OF FUNDS*...3 SECTION 3. LIMITATIONS*...4 SECTION