Student Government Association Funding Guidelines

Transcription

1 Student Gvernment Assciatin Funding Guidelines What is the surce f SGA funding? Each year, a prtin f the Student Activity Fee is alltted t the Student Gvernment Assciatin (SGA). This fee is separate frm tuitin, it is cllected at the beginning f every semester and all students are required t pay it. The fee cllected frm full-time students is $120 and the fee cllected frm part-time students is $60. SGA is cmmitted t administering the Student Activity Fee t prvide pprtunities fr students t grw academically, artistically, prfessinally and persnally. General Funding Infrmatin SGA Executive Bard establishes a maximum funding allwance fr senatrs each fiscal schl year. Please read Maximum Funding Allwance belw fr mre infrmatin. SGA accepts funding requests frm a variety f entities acrss campus. They are defined as Internal and External Entities. O O Internal Entities are: SGA Executive Bard members, SGA Departmental Senatrs and SGA Nn-Academic Senatrs. SGA General Members are nt able t request funds because they are nt vting members f the Senate. They must seek the supprt f a vting member fr initiatives. External Entities are: Student Organizatins Cuncil (SOC), Student Prgramming Bard (SPB), Students Athletics Assciatin, Residence Hall Assciatin (RHA), recgnized student rganizatins, and general students seeking supprt fr initiatives. These rganizatins and students must seek the supprt f a Departmental Senatr r Nn- Academic Senatr depending n the nature f their initiative. Requests fr SGA funding are made thrugh the Student Gvernment Assciatin Prpsal (SGAP). The SGAP is t be cmpleted nline at All supprting dcuments need t be attached. N initiative is entitled, nr guaranteed, any funding by merit f being a student endeavr. Supplies and decratins will nly be rdered frm an apprved list f vendrs, unless therwise apprved by the SGA Vice President f Finance, herein knwn as the VP f Finance. The VP f Finance reserves the right t request additinal price qutes fr any items during the SGAP submissin prcess. SGA des nt issue reimbursements. All purchases must be pre-apprved and purchased by the VP f Finance. Clumbia Cllege Chicag is a tax-exempt nt-fr-prfit institutin. Cntact the VP f Finance fr exemptin details. SGA will nt fund the fllwing: 1

2 Travel requests Alchlic beverages Supprt fr nn-clumbia students Dnatins t charities r plitical parties Any initiatives ff f Clumbia s campus that are nt available t the general student bdy Schlarships r mnetary payments t students fr persnal r academic aid r gain ther than thse hired as an Independent Cntractr. Initiatives r activities requested by Senatrs wh serve as fficers n any Student Life Advisry Bard (SLAB) r recgnized student rganizatin fr said rganizatin. Initiatives r activities that are required by an academic department r that are required fr the cmpletin f cursewrk. Initiatives that are funded thrugh tuitin dllars. Fd fr Internal Entity Requests unless it cmplies with the Fd and Refreshment Plicy listed belw Fd fr External Entity Requests Guest Speakers that cst ver $600. (This includes speaking fees, htel and traveling expenses) Fd and Refreshment Plicy SGA may apprve the allcatin f funds fr fd and refreshments fr the fllwing SGA-spnsred events. Bld Ball Cnvcatin SGA marketing events State f the Cllege Address SGA Weeks f Welcme events SGA beginning/end f semester meetings SGA Executive Bard and Senatr Trainings Departmental Frums during SGA Frum Weeks SGA Senatr and Departmental Chair Lunchen Each Senatr may nly be awarded funds fr fd and refreshments during SGA Frum Weeks twice a year nce in the fall and nce in the spring and cannt exceed $60 each time. Fd will nly be rdered frm an apprved list f vendrs, unless therwise apprved by the VP f Finance. Maximum Funding Allwance The elected Executive Bard f Student Gvernment Assciatin is respnsible fr establishing a maximum funding allcatin (CAP) fr Senatr Initiatives at the beginning f the Fiscal Schl Year. The CAP is calculated based n the ttal funding allcated fr Senatr Initiatives and is made f recmmendatins by the current Vice President f Finance. The CAP fr the Fiscal Schl Year is $800. These funds will be rewarded t senatrs wh's prpsals are apprved first thrugh senate until the funds have becme exhausted. All prpsals must be submitted by the semester deadline. The deadline t submit prpsals fr the fall will be the third Friday in Nvember and the first Friday in April fr spring. 2

3 Senatrs may request funding until their department receives the established maximum funding allcatin r until funding has been exhausted. Once a Senatr has reached this amunt, the Senatr is expected t fund any additinal expenses thrugh fundraising effrts. Senatrs wh reach the maximum allcatin are nt allwed mre funding n their department, frm SGA, until the fllwing Fiscal Schl Year. If a Senatr des nt reach the set maximum funding allwance by the third Friday in March, the funds d nt rll ver and a new CAP will be set by the Vice President f Finance and vted n by Executive Bard f SGA. After the third Friday in March, the remaining balance f Senatr Initiatives will be available t all Senatrs t utilize n a first-cme first-serve basis. All Senatr can submit and SGAP hwever, if apprved, the funds must be used twards their academic department befre the end f the current Fiscal Schl Year and all ther SGA Funding Guidelines apply. Funding Guidelines fr Internal Entities When requesting funds as an Internal Entity, fllw the prcess listed in the SGAP Submissin Prcess sectin. Internal Entities can request funding fr the fllwing: Departmental and Nn-Academic Initiatives These are initiatives that are prpsed t the Senate by a Departmental Senatr t request supprt fr an event, prgram r item(s) fr their cnstituents in their respective academic r nn-academic departments. When requesting funds fr departmental and nn-academic initiatives, all Internal Entities must submit an SGAP fllwing the steps utlined in the SGAP Submissin Prcess sectin f these guidelines. Frums Frums are departmental and nn-departmental discussins hsted by SGA Senatrs t garner ideas fr departmental and nn-departmental funding and the imprvement f the educatinal experience at Clumbia Cllege Chicag. When requesting funds fr a frum, Senatrs will receive a packet frm the Executive Bard cntaining all the necessary infrmatin regarding the frum planning prcess. The packet will include a Fd Request Frm, t be submitted t the VP f Finance, and deadlines fr submissin. When requesting fd fr frums, an SGAP is nt required. Any ther Funding Requests In regards t events r items that are requested by Senatrs fr either the SGA and/r the general student bdy, all Senatrs must submit an SGAP fllwing the steps utlined in the SGAP Submissin Prcess sectin f these guidelines. Funding Guidelines fr External Entities: SLAB rganizatins, recgnized student rganizatins and general students must seek supprt frm a Senatr fr their initiative. All External Entities seeking supprt fr an initiative that falls under the realm f an academic department must seek the supprt f the respective Departmental Senatr. The EVP f Finance will 3

4 infrm the Senatr f the prpsed initiative and the Departmental Senatr will respnd t yu within three (3) business days t discuss the prpsal. The spnsring Departmental Senatr will then determine if it is an apprpriate request t be advanced t the Senate. If it is, the spnsring Departmental Senatr will submit an SGAP by fllwing the prcess listed in the SGAP Submissin Prcess sectin. Otherwise, the request will be denied. All External Entities seeking supprt fr an initiative that falls utside the realm f an academic department must seek the supprt f a Nn-Academic Senatr. The VP f Finance will infrm the selected Nn-Academic Senatr f the prpsed initiative and the Nn-Academic Senatr will respnd t yu within three (3) business days t discuss the prpsal. The spnsring Nn-Academic Senatr will determine if it is an apprpriate request t be advanced t the Senate. If it is, the spnsring Nn- Academic Senatr will submit an SGAP by fllwing the prcess listed in the SGAP Submissin Prcess sectin. Otherwise, the request will be denied. Recgnized student rganizatins are expected t seek supprt frm SOC befre requesting supprt frm SGA. If SOC cannt r will nt fund the initiative, then these recgnized student rganizatins can seek supprt frm the Senate. Spnsrship Requirements If yur event, prgram r service receives funding frm SGA, yu agree t the fllwing: The SGA will be listed as a c-spnsr f the event The SGA lg will appear n all prmtinal materials The student rganizatin will submit weekly prgress reprts the VP f Finance regarding the status f their event/initiative. These updates will be advanced t the SGA Executive Bard and the Senate. Cmments r suggestins made by the SGA Executive Bard and the Senate will be frwarded t the student rganizatin fr cnsideratin. In rder fr an event, prgram r service f an External Entity t receive supprt frm SGA, it must fllw these stipulatins: The event will be pen and free f charge t all Clumbia Cllege students The funding request must be fr less than 30% f the ttal cst f the event, prgram r service, and nt exceed $200 Questins t cnsider when submitting an SGAP 1. Will this item/event be accessible by the entire student ppulatin f the Clumbia Cllege Chicag cmmunity r f an academic department? 2. Will this item/event enrich the academic experience f the student bdy r academic department? 3. Des this item/event have a purpse r gal that will leave a lasting mark n the Clumbia Cllege Chicag cmmunity r academic department? 4. Des this item/event fllw the funding guidelines listed? 5. Des this item/event benefit the student bdy r academic department academically, artistically and/r prfessinally and nt just serve fr scial purpses? 4

5 SGAP Submissin Prcess Timeline SGAPs will be accepted frm the third Mnday in September until the third Friday in Nvember in the fall, and frm the first day f classes until the first Friday in April in the spring. 1. All SGAPs must be submitted n less than twenty (20) business days befre the date f yur activity r initiative. If a Senatr is requesting mney fr their departmental frm (maximum $60 n fd), yu must submit an SGAP n less than (15) business days befre their frm. 2. All SGAPs must be submitted with the Grid and all supprting attachments. Yu must cmplete a Grid fr each vendr. Yu als must submit prmtinal material (pster/flyer) in the additinal supplemental dcuments and answer explaining I - IV. I. A descriptin f the details and purpse f yur prpsal II. An explanatin f hw this prpsal supprts the missin f the Student Gvernment Assciatin III. An explanatin f hw this prpsal benefits Clumbia Cllege students IV. An itemized event budget utlining: The ttal amunt f yur prpsal A detailed utline f all surces f funding, and hw all funds will be distributed 3. The VP f Finance will then review the SGAP within three (3) business days f submissin. If the SGAP is under $200, and if any infrmatin is missing r is incrrect, the prpsal will nt be accepted and the VP f Finance will ntify yu f the missing r errneus dcumentatin. If the SGAP is ver $200, and if any infrmatin is missing r is incrrect, the prpsal will nt be accepted and the Chair f the Internal Affairs cmmittee will ntify yu f the missing r errneus dcumentatin. 4. If the SGAP is accepted, it will be reviewed by ne f the fllwing: a) If yu are requesting $200 r mre, yu are required t present yur SGAP t the SGA Internal Affairs Cmmittee. Yu will be cntacted within three (3) business days frm the day yur SGAP was accepted t schedule a time fr yur presentatin. b) If yu are requesting less than $200, yu are required t present yur SGAP t the SGA Executive Bard. Yu will be cntacted by the VP f Finance within three (3) business days frm the day yur SGAP was accepted t schedule a time fr yur presentatin. 5. Pssible Outcmes: a) If the SGAP was ver $200, and was apprved by the Internal Affairs Cmmittee, it will g t the SGA Senate fr vte at the next regularly scheduled SGA meeting. Yu will be cntacted by the Chair f the Internal Affairs Cmmittee t infrm yu f the date and time when the SGAP will be vted n. The Senate will have the final say in regards t all funding allcatins. Yu, r a representative fr yur initiative, are required t be present at that meeting. Failure t attend said meeting will result in denied funding. At that pint, yu will be asked t schedule a meeting with the VP f Finance t crdinate transactins assciated with the SGAP. b) If the SGAP was ver $200, and was denied by the Internal Affairs Cmmittee, yu will be 5

6 ntified within 24 business hurs frm the time that it was reviewed. c) If the SGAP was under $200, and was apprved by the Executive Bard, yu will be ntified within 24 business hurs f the time that it was reviewed. At that pint, yu will be asked t schedule a meeting with the VP f Finance t crdinate transactins assciated with the SGAP. d) If the SGAP was under $200 and was denied by the Executive Bard, yu will be ntified with 24 business hurs f the time that it was reviewed. 6. Check requests must allw fur t six weeks fr the Accunting ffice t issue and release the check. 7. SGAPs that d nt meet the specified timeline r are incmplete will nt be reviewed. Payement Instructins Requesting funds t purchase an item 1. Cmplete all sectins f the SGAP and the Grid. 2. If requesting an individual item csting $200 r mre, yu must attach price qutes fr that item frm three vendrs. Each qute must prvide the quantity f items yu intend t purchase, their individual prices, and the ttal amunt fr the purchase including any added fees, such as delivery and set-up charges. 3. If requesting an amunt under $200, yu must attach a price qute fr that item frm ne vendr, the quantity f items yu intend t purchase, their individual prices, the ttal amunt fr the purchase including any added fees, such as delivery and set-up charges. 4. Submit the prpsal and fllw the SGAP Submissin Prcess listed abve. Requesting Funds t Pay fr a Service (Perfrmer, Band, Speaker, Etc.) 1. Cmplete all sectins f the SGAP and the Grid. 2. Attach a price qute frm the perfrmer, band, speaker, etc. The qute must include all details agreed by bth parties and must clearly state: a. Name and address b. Date, time, and lcatin c. Services t be prvided. d. Payment amunt and payment due date e. Wh is receiving the payment, i.e. perfrmer, agent, etc. 3. Submit the qute with the prpsal and fllw the SGAP Submissin Prcess listed abve. 4. Once the SGAP is apprved, submit a Cntract t the VP f Finance. Cntracts must be submitted within five (5) business days f the SGAP s apprval. Please see the Cntracts sectin f the Student Engagement Handbk fr additinal details. Requesting Funds t Pay fr Rentals 1. Cmplete all sectins f the SGAP and the Grid. 6

7 2. Attach a cpy f the vendr s prpsed cntract. The cntract must include all details agreed upn by bth parties. Yu are nt authrized t sign the cntract. 3. Submit the prpsal and fllw the SGAP Submissin Prcess listed abve. 4. All rentals must be in yur advisr s name. Rentals cannt be made in the name f Student Engagement r any staff frm Student Engagement withut express cnsent. 5. Please see the Cntracts sectin f the Student Engagement Handbk fr additinal details. Appeal Prcess If yur SGAP was denied by either the SGA Internal Affairs Cmmittee r the SGA Executive Bard fr reasns ther than failure t meet the guidelines set frth in this handbk, yu may file an appeal in by fllwing the prcess belw. 1) Submit a written appeal via t the VP f Finance within five (5) business days frm receiving ntificatin that yur SGAP was denied. 2) The appeal must utline the specific funding decisin being appealed and explain the reasn fr the appeal. Appeals must nly be based upn the fllwing criteria: a. Established funding guidelines were nt fllwed. b. The funding decisin was arbitrary. 3) Yu will be cntacted by the VP f Finance within three (3) business days frm the day yur appeal was received t schedule a meeting with the SGA Executive Bard t hear yur appeal. Yu must be present at this meeting; failure t attend will result in frfeiture f yur appeal. 4) Based n the infrmatin presented at the meeting, the Executive Bard will render its verdict. a. If the Executive Bard finds the appeal t be valid, they will make a recmmendatin t the Senate t adjust the appealed funding decisin. b. If the Executive Bard finds the appeal t be invalid, r if the Executive Bard finds the appeal t be valid but the Senate des nt adjust the funding allcatin, yu can submit an appeal t the SGA Advisr, wh will review the appeal and make the final decisin. 7