Student Allocation
Funding Process
Tammy Jacques
Director of Student Engagement
GUC 107, 765-4248
www.una.edu/student-engagement
Training Outline
•Student Allocation Process
•Funding Eligibility
•Funding Request Form
•Budget
•Evaluation Form
•Appeal Process
•Q & A
Student Allocation Process
Estimated Allocation
2010/2011
per
Fall Distribution $ 137,500 5500 students at $ 25 student
per
Spring Distribution $ 137,500 5500 students at $ 25 student
per
Summer Distribution $ 42,500 1700 students at $ 25 student
Total Student Fee Funding $ 317,500
Student Allocation Portion of Fee $ 133,350
Student Allocation Process
• Student Allocation Review Board
Mr. Shields, VP of Student Affairs
Tammy Jacques, Director of Student Engagement
SGA President
Student Member-at-large
Student Member-at-large
• Student Allocation Committee
1 Faculty Member
6 students at-large
Juliette Butler
Mrs. Butler is the backbone of the funding
program. She does the administrative paperwork
to ensure payment for your events.
You must schedule an appointment with her at
765-4248 within one week upon approval of your
proposal to discuss your event to ensure
paperwork for your events are secured.
If you wait until the last minute, we will not fulfill
the allocation.
Student Allocation Process
• Student Allocation Committee
Meets every Monday, GUC 206, 3:30 p.m.
Proposals due by 4:30 p.m. on Friday prior to mtg
No later than four committee meetings in advance of the
proposed event date
No later than six committee meetings in advance of the
proposed event date if there are contracts involved
May send max 3 students to make brief 3-5 min
presentation
E-mail notifications are sent the next day with decision
Funding Eligibility
RSOs in good standing with Student
Engagement are eligible for funding.
That means RSOs must submit Update
Forms each semester and have the
president and treasurer (or designee)
attend one training workshop.
Funding Eligibility
Program Support: Programming such as speakers, music, movie series,
educational, non-alcoholic socials, dances, etc.
Equipment: Equipment for Club Sports, RSO Resource Room, Poster
Printers, etc
Facilities: Facility upgrades for student lounges, offices, or other areas that
are heavily used by the student population at large
Recreation: Intramural fees, club sports, etc.
Diverse Population and Issues: Programming for gender and multicultural
issues
Funding Eligibility
Travel:
1. Cover costs for registration fees
2. Transportation (vehicle rentals, airline tickets, gas)
3. Lodging expenses ONLY (Must put 4 to a room)
4. NO meals, baggage at airports, shuttle costs, taxis
5. Doesn’t cover advisors hotel, registration fee, etc.
6. Must have hotel receipts, gas receipts, etc. turned in immediately after
trip.
Funding Limitations
The following are highlights. Refer to Student Allocation Manual for more
details.
• Money may not be used to purchase items for the purpose of
fundraising or re-sale.
• Activities which generate unrestricted funds. This means events can
not charge a monetary admission fee.
• Funding can not be used for donations or charitable contributions.
Non-monetary charitable contributions are acceptable (i.e. clothing
drive, canned food drive).
• Membership dues or National Association dues
• Any programs involving alcohol
Limits on Requests
• $4000 is the limit per program request
• $3000 is the limit per travel request
Fiscal Information
• Local vendors who take Purchase Orders in the manual.
• Must give at least two weeks to do Purchase Requisitions.
• Bid t-shirts over $2000 (takes two weeks to bid in addition to your
ordering process)
• Bid publications over $1000 (takes two weeks to bid in addition to your
ordering process)
NOTE: Publications/advertisements must have
Student Activity Fee logo or “Made possible by
your Student Activity Fee”
Steps to get Funding
1. Submit Funding Request with Budget
2. After approval, meet with Juliette Butler within ONE week to
coordinate money paperwork – DO NOT WAIT TO LAST MINUTE
3. Submit Event Evaluation Form 2 weeks after event completed
Failure to complete event evaluation and turn in receipts will
result in loss of allocated funds and potentially affect the
eligibility of future requests.
Thorough Budget Request
Programming Requests
•Include the campus reservation form where you reserved the
spot for your event or the local place you are renting if
applicable
•Include all vendor estimates from the businesses (include
vendor name, contact person, an official estimate, website,
phone number, and costs)
Travel Requests
• include the hotel information from website, phone numbers,
hotel info, address, prices, etc.
•Include airline information from website, estimate, time/date
of departure/arrival to and from event
FORMS:
Funding Request Form
Budget Form
Evaluation Form – Due within 2
weeks after even is completed!
Manual
Appeal Process
If funding is denied, RSOs can appeal on the following:
1. Procedures were not followed as outlined in manual.
2. The committee deviated from the written policies.
3. Facts, which align with the policies, missing at the time of the initial
proposal.
Submit Appeal within 5 academic days from date of notification.
Student Allocation Review Board addresses appeals.
Appeal Form
Questions & Answers