Student Allocation Treasurer Meeting

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					Student Organization Allocation

Office of Student Programs

Fall 2009
Office of Student Programs Millikin University
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Memo
To: From: Date: Re: Student Organization Presidents & Treasurers
CC: Student Organization Advisors

Student Organizations Allocation Committee, Office of Student Programs Beth Evans, Director of Student Programs March 23, 2009 Spring 2009 Student Organization Allocations Process for Fall 2009 Allocations

It is that time of year again; time to focus on your organization's funding needs for Fall semester 2009. Attached you will find the Student Organization Allocation Packet. Please read this packet carefully and thoroughly. More information regarding allocations can be found at: http://www.millikin.edu/student_programs/soac.asp Each organization has two options to the interview portion of the process. An organization can sign up for an interview time to present their funding request, or an organization can waive the opportunity to present their funding request and accept the decision made in lieu of the interview. Please mark the appropriate box and sign where indicated to confirm your choice. Interviews may be scheduled in the Office of Student Programs when you submit your allocation packet. It is your responsibility to sign up for an interview time. Failure to choose or not choose an interview or failure to show up for your interview time will result in the organization not being considered for Fall 2009 funding. COMPLETED ALLOCATION PACKETS ARE DUE NO LATER THAN April 24, 2009 BY 5:00PM TO THE OFFICE OF STUDENT PROGRAMS, in Lower RTUC. No exceptions will be made regarding this deadline. It is suggested that you also keep a copy of your allocation packet for your records. All Treasurers must attend the Treasurer’s Training session on Tuesday, March 31 at 7:00 p.m. in LRTUC. This is an excellent opportunity for your organization to learn more about the Allocations Process, financial planning, and receive answers to any questions you may have. If you plan to submit a request for funding and your Treasurer has been elected this semester or if he/she has not attended a past Treasurers Training, you MUST attend this session to be considered for funding. If the treasurer is unable to attend please send an officer of the organization to attend this meeting. We look forward to receiving your proposal. If you have any questions or concerns, please feel free to contact the Office of Student Programs at 217-424-6335. Thank you and good luck!

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Student Organization Allocation Process
Funding Policies and Guidelines
Your organization is more likely to be granted funding for :
  Well-planned and organized events as opposed to those that seem less focused. Also a demonstration of adequate preplanning is strongly suggested. Events costing over $1,000, only under the circumstances those events of this caliber are accompanied by adequate research and planning, proof of contact with the entertainer or agency, proof of location reservation, specified date, and other relevant information. Proven fiscal responsibility of an organization (meaning funds have been used for events that they were allocated for; organizations do not have large rollover balances of allocated funds from one semester/year to the next, etc.) Use of previous allocation funds in the manner for which allocations were intended during the period of time for which they were allocated. Events that are co-sponsored by more than one student organization, demonstrating a desire to appeal to a larger majority of campus, and preventing scheduling conflicts. *The event should be included on all co-sponsoring organizations allocation requests. In the event that the program does not occur and alternative plans are not approved by the Office of Student Programs, the Office of Student Programs reserves the right to seize the allotted funds for the said event. Events that focus primarily on Millikin student population and where attendance is primarily Millikin students. Organizations that want to bring events to campus or to provide programming on campus, rather than to send students away from campus. Conferences will be funded up to $1000 or requested amount, whichever is less. If the sole allocation request is for conferences, the organization will receive the flat conference allocation minus any rollover that exists in the organizational account. Demonstration that the organization’s campus impact equals or exceeds financial commitment to individual member benefit (i.e. leadership development conferences) Advisor travel, if the advisor is traveling with students Transportation to conferences, competitions, and/or educational experiences, BUT NOT transportation for personal or entertainment trips that will not improve leadership training or contribute to the college campus as a whole. Executive (event-planning) retreats that do not to exceed the amount of $300. Food for all-campus events but NOT for food strictly intended for membership. Prizes that are to be given away at all-campus events.

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Your organization will be less likely to be granted funding for:
       Funds to make donations or to hold fundraising events, BUT could provide up to $50 for supplies to hold philanthropy events. Membership symbols such as, t-shirts, pins, paddles, etc. Programs or events that would be considered part of the curriculum. These programs should be funded through the departments. (Ex. Senior recognition banquets, honorary society within departments, etc.) Events that celebrate organization individuality, such as initiation ceremonies, galas, recognition nights, or membership movie nights. Organizational awards or banquets. Events that are to be held outside the semester being allocated for. Activities to solely benefit the Decatur community and not the campus itself.

This list is designed to be utilized as a guideline as to what type of expenses will be more likely or less likely to receive funding from the Student Organization Allocation Process. All decisions are at the discretion of the Office of Student Programs. Decisions will be made in the best interest of the student body as a whole.

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Student Organization Allocation Request Application General Information for Fall 2009 Funding
Please read all portions of the application thoroughly and carefully. Please fully and accurately complete each section as it pertains to the needs of your organization. Address any and all questions to the Office of Student Programs at osp@millikin.edu or by calling 217-424-6335. Thank you!

Organization Information: Organization Name: ____________________________________________________________ Business Office Account Number: _________________________________________________ Current Advisor:_______________________________ Phone:_____________ Current President:______________________________ Phone:_____________ Term: _________ Current Treasurer:______________________________ Phone:_____________ Term: _________

Record of Funding: Total Allocated Funds Received for Current Semester (from most recent allocation process): $_______________ Current Balance of Organization Account: $_____________________ (as of March/ April ____, 2009) Total Amount of Funds Requested for Fall 2009 semester (total from current packet): $____________ (A)

FOR OFFICE USE ONLY: Date Packet Received: ________________
**No packets received after 5:00pm on April 24, 2009 will be accepted

Packet Accepted: Yes No

Interview waived: Yes No (If No, schedule interview)

Interview: Present Did Not Appear Scheduled by: ____________ Percentage of Request: ________% Signature: ____________________

Interview Scheduled for: ______________, 2009 at ______________am/pm Allocation Granted: Yes No Amount: $______________

Process Date: _______________ Recorded: Yes No

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Spring 2009 Student Organization Report Name of Organization: ______________________________________________ When & Where Your Organization Meets: _____________________________ When is your officer transition? ______________________________________ Please attach to this report:  a current Constitution and/or By Laws for your organization  an updated roster of all active members and officers (include name, email address, and officer position)  a list of your completed programs for the Spring 2009 semester, please include a brief description of each program. ________________________________________________________________________________
I understand that the information submitted in this report is correct and is the most updated information for our organization.

_________________________________
Signature of Organization Representative

___________________
Date

_________________________________
Signature of Organization Advisor

__________________
Date

* for groups participating in SOAC Allocations, please turn this form with your SOAC funding packet into the Office of Student Programs by Friday, April 24th by 5:00 p.m. *For groups not participating in SOAC Allocations, please turn this form into the Office of Student Programs by Friday, May 1st by 5:00 p.m.

Questions?
Contact Paul Lidy, Assistant Director of Student Programs & Richards Treat University Center at plidy@millikin.edu or call 217.424.6335

Date Received________________ Initial___________

For Office Use Only

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Ledger Access Permission / Statement of Understanding
Please carefully read the following before signing below:
As an authorized representative of my organization, I hereby acknowledge understanding of student organization policies and procedures, specifically those pertaining to the allocation process. I also hereby allow the Office of Student Programs to access my organization’s business ledger. This shall take effect in the event of an allocation to my organization and will be used for auditing purposes. I understand that my organization has a duty to manage any funds received through the allocations The access will take place only upon the signing of this contract and will terminate 6 months from the signing date.

Please fully complete the following information: Organization Name:________________________________ Account Number: __ __ __ __ __ * 21205 *
Authorized Representative’s Name:________________________ Representative’s Position: _____________________

Phone Number: ___________________ Email Address: ___________________________________________
I acknowledge my agreement with the preceding terms and conditions, and confirm that all information provided in this application is correct and factual. I understand that funds allocated for during the Fall 2009 semester must be used for what they are allocated for during the Fall 2009 semester. **No Allocation packet can be considered without the following signatures. _____________________________________________________ Applicant Signature _____________________________________________________ Advisor Signature _________________ Date __________________ Date

Interview Options
This semester, each organization has two options in regard to the interview portion of the process. An organization can sign up for an interview time to present their funding request, or an organization can waive the opportunity to present their funding request and accept the decision made in lieu of the interview. Please mark the appropriate box and sign where indicated to confirm your choice. Interviews may be scheduled in the Office of Student Programs when you submit your allocation packet. It is your responsibility to sign up for an interview time. Failure to choose or not choose an interview or failure to show up for your interview time will result in the organization not being considered for Fall 2009 funding.

 Organization desires to schedule an interview time to formally present submitted allocation packet.  Organization desires to waive the opportunity for an interview time to formally present submitted allocation
packet, and will accept whatever decision is made in lieu of an interview.
By signing below, I acknowledge that I have read and understand all above statements, and I affirm the choice that I have indicated above as a representative for my organization. _____________________________________________________ Applicant Signature _________________ Date

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Student Organization Allocation Request Application Income and Expense Summary Form for Fall 2009 Funding
Organization Name: ___________________________________________________________________ Item Description Income
Please indicate any income that your organization will generate in the coming semester. In this section, only include income and not expenses. (If a category does not apply to you, please leave it blank or mark it N/A.) Fund-raiser 1: Fund-raiser 2: Member Dues: Student contributions: Alumni contributions: Rollover (funds remaining from Spring 2009 semester): Other 2: Other 3: Amount

Total Income for Fall 2009 semester: B Please explain what the income above will be utilized for:

Expected Expenses:
1. 2. 3. 4. 5. 6. 7. 8.

Please indicate all expenses for the coming semester. Only include expenses and not income. (For each expense you will need to complete a Detail sheet for that expense). Please prioritize your expenses, 1 being the most important.

Total Expenses for Fall 2009 semester: C Total Expenses Expected for Fall 2009 Semester: (same as C above) Total Income Expected for Fall 2009 Semester: (same as B above) Total Expense Minus Total Income (C-B): (should match A on front page)
C B A

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Student Organization Allocation Request Application Event Detail Form for Fall 2009 Funding
*This form to be used for any PROGRAM or EVENT Organization Name:______________________________________________________________ Event Name**(one event per sheet):__________________________________________________ Event Date: ___________________________ Event Location: ___________________________
Have you already contacted the agency or vendor* who will provide entertainment or service? Y
*Please remember that ALL contracts must be reviewed and signed by the Director of Student Programs.

N

If yes:

Name of Contact (person & agency): __________________________________________ Phone Number: _______________________ Email: __________________________

Target Audience for Event: _____________________________ Goal Attendance at Event: ______________________________
Please itemize event expenses below: Description of Expense
1. __________________________________ 2. __________________________________ 3. __________________________________ 4. __________________________________ 5. __________________________________

Cost
____________________ ____________________ ____________________ ____________________ ____________________ TOTAL: ___________________

Please itemize income expected from event below (if applicable): Description of Income
1. __________________________________ 2. __________________________________ 3. __________________________________

Amount
______________________ ______________________ ______________________ TOTAL: _____________________

(Total Expense – Total Income for event) = Amount Needed for Specific Event named above This amount should not be recorded elsewhere

$

**PLEASE ATTACH ANY SUPPORTING DOCUMENTATION FOR THE EVENT, INCLUDING A SHORT DESCRIPTION OF THE EVENT, DESIRED GOALS/OUTCOMES, ANY AVAILABLE DETAILS, AND A STATEMENT OF HOW IT WILL BENEFIT THE MILLIKIN CAMPUS. THE COMMITTEE IS MORE LIKELY TO FUND EVENTS THAT ARE WELL RESEARCHED AND FOR WHICH SOLID DOCUMENTATION HAS BEEN PROVIDED.

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*This form to be used for any GENERAL EXPENSE other than an event or program. Organization Name:_______________________________________________________________ General Expense (one per sheet): _____________________________________________________

Student Organization Allocation Request Application Expense Detail Form for Fall 2009 Funding

Please itemize expenses below: Description of Expense
1. __________________________________ 2. __________________________________ 3. __________________________________ 4. __________________________________ 5. __________________________________

Cost
____________________ ____________________ ____________________ ____________________ ____________________ TOTAL: ___________________

Total Expense (Amount needed):

This amount should not be recorded elsewhere

$

**PLEASE ATTACH ANY SUPPORTING DOCUMENTATION FOR THE EXPENSE, INCLUDING A SHORT DESCRIPTION OF THE EXPENSE, WHAT IT PERTAINS TO, AND ANY OTHER AVAILABLE DETAILS.

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Student Organization Allocation Request Application Rollover Explanation Form for Fall 2009 Funding
Amount of funds remaining in your account as of January 1, 2009: $______________

Amount of funds to remain in your account at the end of the Spring Semester 2009: $____________

Explanation of funds remaining
Please explain the following (attach a separate sheet if necessary): 1. What constitutes your remaining balance? How much of your balance is from fundraising/membership dues/other sources and how much is from your allocated amount for the Fall 2009 semester? 2. Why do these funds remain in your account at this point (allocated event has not occurred yet, funds are for operating costs, awaiting bill payment, etc.)? 3. How you plan to utilize your remaining funds? (If you do not plan to utilize your remaining funds, please explain why and for what purpose.)

COMPLETED ALLOCATION PACKETS, to include ALL documentation, signatures and attachments, ARE DUE NO LATER THAN April 24, 2009 at 5:00pm to the Office of Student Programs. NO EXCEPTIONS!
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Contact Information Registered Student Organization
Paul Lidy Assistant Director of Student Programs/ RTUC 217.424.6335 plidy@millikin.edu Allison Lackey Student Senate: Vice President for Student Affairs 262.8447230 alackey@millikin.edu

Registered Student Organization Allocation
Beth Evans Director of Student Programs 217.424.6335 eevans@millikin.edu DJ Cropper Student Senate: Vice President for Finance 224.595.2044 dcropper@millikin.edu

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At a Glance Check List
To be fully considered for student allocation fees please make sure your organization:
        

Completes all forms and registration in order to be a Recognized Student Organization. Does not receive funding from the Student Allocation Fee Committee (SAFC) or the Multicultural Student Council. Does not have an outstanding balance with the University. Attends the registered student organization treasurer meeting or meets with the Director or Assistant Director of Student Programs. Fills out the requested Fall 2009 student allocation packet. Attach the Student Organization Spring 2009 report with information. Have president and advisor sign off on appropriate documents associated with the allocation process. Sign up for a time, if your organization chooses to interview. Submit your materials by April 24, 2009 by 5:00 p.m.

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