Sports Club Council Handbook 1 INTRODUCTION The Sports Club Council Handbook has been constructed as a resource for sports clubs and their advisors. The Handbook has information on Sports Club Council policies, operating procedures, budgeting, due dates, guidelines and many other areas of information the clubs will find useful. The officers and advisor of each club should read the Handbook thoroughly. SPORTS CLUB PROGRAM DESCRIPTION The sports club program at Iowa State University is designed to serve individual interests in different sports club activities and is student oriented in every respect. It could be stated that the program is for the students and by the students under the supervision of the Sports Club Coordinator and the Sports Club Council. At Iowa State University a sports club usually develops when several students express a desire to participate in a particular sport activity. Each club has officers and a constitution, keeps miscellaneous records, charges dues, may request GSB funds, has regular meetings, and usually has practice sessions and/or special events, and/or competitions. Each club elects one person to be a representative to the Sports Club Council. The Council deals primarily with budget decisions, sports club promotion, discipline, administrative policies and scheduling problems. Sport clubs are one of many options available to students at ISU. You are responsible for your actions while participating in these clubs and in all activities associated with these clubs, including transportation. The following statements shall define sports clubs and their philosophy: 1. Sports clubs are voluntary in nature. 2. Sports clubs are non-profit in nature. The members must assume most of the financial responsibilities or find alternative methods to fund their interest. 3. Sports clubs adhere to Sports Club Council regulations governing travel, budget practices, and records filed with the coordinator’s office. 4. Sports clubs offer members a chance to develop their knowledge and skill to greater degrees by organizing special clinics or programs directed by interested and knowledgeable individuals. These individuals help on a voluntary basis depending on the uniqueness of the club. 5. Most sports club members have a chance to exhibit their skills in competitive situations by traveling off campus, by hosting events on the ISU campus or by traveling to other universities. The extent of their road game schedule is limited by their interest and/or desires and their operating budget. 6. Club members do not typically emphasize strict training rules or conference regulations as with varsity competition. 7. Sports clubs are not affiliated with the ISU Athletic Department and do not typically emphasize recruitment practices, financial aids, scholarships, letters of intent, profits, or extended road trips. 8. Emphasis is placed on student leadership, and the most successful clubs have outstanding student leaders. The clubs survive and thrive only by means of active student involvement and participation. RISKS, RULES, ALCOHOL/DRUGS There are inherent risks in these sports. Those who participate do so at their own risk, and should have the physical ability and skill level necessary to participate safely. Participants agree to follow all rules associated with the sport. Participants are expected to follow the University Alcohol Policy. Sports Club Council Handbook 2 CONSTITUTION OF THE SPORTS CLUB COUNCIL OF IOWA STATE UNIVERSITY PREAMBLE Recognizing the contributions to physical and emotional well-being made by participation in sports, and appreciating the pleasure derived from physical recreation, the students of Iowa State University do hereby establish and support an organization to be known as the Sports Club Council for the purpose of promoting and advising sports clubs on our campus. ARTICLE I: MEMBERSHIP I. Any Student Activities recognized student organization may be a member of the Iowa State University Sports Club Council. II. Each recognized sports club on campus shall have one vote at Sports Club Council meetings. III. Ex officio members shall include a representative of the Recreation Services, Dean of Students Office, Student Activities Office, Government of the Student Body, and faculty advisors of all affiliated clubs. ARTICLE II: ORGANIZATION The organization of the Council shall consist of the Executive Branch, the Legislative Branch, and the Judicial Branch. ARTICLE III: EXECUTIVE BRANCH I. Authority: the Executive authority of the Council shall be vested in the President, who along with the Vice President, Secretary and Treasurer, shall form the Executive Board of the Council and shall direct and carry out the affairs of the Council. The Web Master and Past-President shall be non-voting members of the Executive Board. II. Powers of the President: all Executive powers and responsibilities of the Council herein granted shall be vested in the President, who shall be the Chief Administrator of the Sports Club Council. A. Administration: in fulfillment of his/her role as Chief Administrator of the Council, the President shall have sole power and complete responsibility for the effective and efficient administration of the affairs of the Council. 1. Review: the actions of the President may be subject in all cases to review, modification, or reversal by the Council. B. Executive Order: in fulfillment of his/her role as Chief Administrator of the Council, the President may choose by Executive Order to put a hold on a club’s activities and/or funds, call special meetings of the Council, and establish administrative procedures which he/she deems necessary and proper. 1. Force: such an Executive Order shall stand until such a time as it may be modified by the Council or changed by succeeding Executive Order(s) established by the President. 2. Conformance to Law: such an order(s) shall in all cases conform to provisions as set forth in the Constitution and Law. C. Establishment of Council Committees: in fulfillment of his/her role as Chief Administrator of the Council, the President shall have the power to appoint whatever committees he/she deems necessary to conduct the business of the Council. Sports Club Council Handbook 3 1. Removal of Appointees: the President shall have the power over removal of such personnel when and if he/she deems it necessary and proper without recourse from the Council. D. Administrative Record: in fulfillment of his/her role as Chief Administrator of the Council, the President shall assume responsibility for the assembly of an official Administrative Record, to be prepared in notebook form, at the close of the Administration. 1. Purpose of the Administrative Record: the purpose of the Administrative Record shall be to serve as the official governmental historical record of the administration’s work relative to the transactions of the Executives, the Senate and Judicial branches of the Council. 2. Location: the Administrative Record shall be kept on file in the Sports Club Council Office. E. Chairperson of the Council: the President shall serve as the Chairperson of the Council. 1. Preside over Council and Executive Board Sessions: in fulfillment of his/her role as Chairperson of the Council, the President shall preside over all sessions of the Sports Club Council and the Executive Board. 2. Special Sessions: the President shall have the power to summon the Council into special sessions. 3. Legislation: the President may from time to time draft legislation for members of the Council to study and introduce on his/her behalf if they so desire. F. Representation of the Sports Club Council: in fulfillment of his/her role as President of the Sports Club Council, the President shall serve as the official representative of the Sports Club Council in all ways deemed appropriate. III. Selection of the President: the President of the Council shall be elected by popular vote of the Council at large. IV. Tenure of the President: the President shall serve from the meeting following the spring election in April, until the meeting following the next spring election in April. V. Qualifications of the President: any ISU student member of a recognized sports club may be elected President so long as they maintain a 2.0 cumulative G.P.A. at Iowa State University. VI. Powers and Responsibilities of the Vice President: all powers and responsibilities of the Sports Club Council herein granted shall be vested in the Vice President. A. Administration: the Vice President of the Council shall assist the President in the effective and efficient administration of all Council affairs. B. Vice Chairperson of the Council: the Vice President shall serve as Chairperson of the council in the President’s absence. 1. Preside over Council and Executive Board Sessions: in fulfillment of his/her role as Vice Chairperson of the Council, the Vice President shall preside over all sessions of the Council and the Executive Board in the President’s absence. 2. Special Sessions: The Vice President shall have the power to summon the Council into special session(s) if more than three months lapse between general meetings called by the President. 3. Legislation: the Vice President may from time to time draft legislation for members of the Council to study and introduce on his/her behalf if they so desire. C. Establishment of Council Committees: in fulfillment of his/her role as Vice Chairperson of the Council, the Vice President shall have the power to appoint whatever committees he/she deems necessary to conduct the business of the Council. Sports Club Council Handbook 4 1. Removal of Appointees: the Vice President shall have the power over removal of such personnel when and if he/she deems it necessary and proper without recourse from the Council. D. Administrative Assistant to the President: in fulfillment of his/her role as Vice President of the Council, the Vice President shall serve as the Administrative Assistant to the President. 1. Ex Officio Chair of all Council Committees: the Vice President shall serve as the ex officio chair of all Council Committees. All Council committees shall report to the Vice President, as he/she requires. The Vice President may also call a committee meeting as he/she deems necessary. 2. Council Coordinator: the Vice President shall serve as the developer/coordinator of all Council activities. The Coordinator will make sure all Council activities are planned and executed correctly. VII. Selection of the Vice President: the Vice President of the Council shall be elected simultaneously with the President by popular vote of the Council at large. VIII. Tenure of the Vice President: the Vice President shall serve simultaneously with the President from the meeting following the spring election in April, until the meeting following the next spring election in April. IX. Qualifications of the Vice President: any ISU student member of a recognized sports club may be elected Vice President so long as they maintain a 2.0 cumulative G.P.A. at Iowa State University. X. Powers and Responsibilities of the Secretary: all powers and responsibilities of the Council herein granted shall be vested in the Secretary. A. Clerk of the Council: the Secretary shall serve as Clerk of the Council. 1. Minutes: the Clerk will take minutes at all Council meetings. These minutes will be transcribed, typed and distributed no more than one week after each of the meetings by e-mail to the firstname.lastname@example.org address. Minutes will also be posted on the SCC web page at http://www.scc.iastate.edu/ no more than one week after the meeting. 2. Roll: the Clerk will record attendance at all Council meetings by way of a sign-in sheet. 3. Legislation: the Clerk will distribute all proposed and passed legislation by e-mail to the email@example.com address. Proposed and passed legislation will also be posted on the SCC web page at http://www.scc.iastate.edu/ no more than one week after the meeting. 4. Agenda: the Clerk will distribute paper copies of the agenda prior to the start of all Council meetings. 5. Records: the Clerk will maintain a file containing the records of the Council. B. Secretary of the Executive Board: the Secretary shall serve as the Secretary of the Executive Board. 1.Minutes: the Secretary will be responsible for recording and distributing all actions of the Executive Board to the Executives. 2.Records: the Secretary will maintain a file containing the records of the Executive Board. C. Secretary of the Judicial Branch: the Secretary shall serve as the Secretary of the Judicial Branch. 1. Minutes: the Secretary will be responsible for recording and distributing all actions of the Judicial Branch to the Executives. 2. Records: the Secretary will maintain a file containing the records of the Judicial Branch. XI. Selection of the Secretary: the Secretary of the Council shall be elected simultaneously with the President by popular vote of the Council at large. Sports Club Council Handbook 5 XII. Tenure of the Secretary: the Secretary shall serve simultaneously with the President from the meeting following the spring election in April, until the meeting following the next spring election in April. XIII. Qualifications of the Secretary: any ISU student member of a recognized sports club may be elected Secretary so long as they maintain a 2.0 cumulative G.P.A. at Iowa State University. XIV. Powers and Responsibilities of the Treasurer: all powers and responsibilities of the Sports Club Council herein granted shall be vested in the Treasurer. A. Treasurer of the Council: the Treasurer of the Council shall serve as Treasurer. 1. Records: the Treasurer shall keep accurate and immediate records of the Executive Council financial account and share all records with the Executives. 2. Fines: the Treasurer shall fine all clubs as directed by Law and shall inform each club of the fine and the reason for the fine and maintain records of all imposed fines. 3. GSB Finance Committee and Senate: the Treasurer shall attend all pertinent GSB Finance Committee and Senate meetings. 4. Treasurer’s Report: the Treasurer shall submit a Treasurer’s Report at all Council meetings and it shall be recorded and distributed in the Council meeting minutes. B. Director of Financial Affairs: the Treasurer of the Council shall serve as Director of Financial Affairs for the Council. 1. Advisor: the Director of Financial affairs shall act as an advisor to all groups about their financial affairs. 2. Audit: the Director of Financial Affairs shall oversee the review of each club’s account for possible financial mishandling. A report will be made to the respective club and to the Sports Club Council Executives of any problems. XV. Selection of the Treasurer: the Treasurer of the Council shall be elected simultaneously with the President by popular vote of the Council at large. XVI. Tenure of the Treasurer: the Treasurer shall serve simultaneously with the President from the meeting following the spring election in April, until the meeting following the next spring election in April. XVII. Qualifications of the Treasurer: any ISU student member of a recognized sports club may be elected Treasurer so long as they maintain a 2.0 cumulative G.P.A. at Iowa State University. XVIII. Past-President: the President who served on the previous year’s Council shall serve as an additional advising party to the council, if willing and available. XIX. Web Master: the Web Master of the Council shall be elected simultaneously with the President by popular vote of the Council at large. XX. Tenure of the Web Master: the Web Master shall serve simultaneously with the President from the meeting following the spring election in April, until the meeting following the next spring election in April. XXI. Powers and Responsibilities of the Web Master: all powers and responsibilities of the Sports Club Council herein granted shall be vested in the Web Master. A. Web Master of the Council: the Web Master of the Council shall serve as Web Master. 1. Web Site Maintenance: the Web Master shall keep the SCC Web Site current and up-to-date as well as coordinating the requested and/or needed improvements and upgrades. Sports Club Council Handbook 6 XXII. Succession to Office: the procedure herein established shall serve as a guideline in the event either the President and/or the Vice President should resign, be removed, or otherwise be unable to carry out and fulfill the powers and responsibilities respectively granted their offices by the provisions of the Constitution. A. Office of the President: in the event that the President should resign, be removed, or otherwise be unable to carry out and fulfill the powers and responsibilities of the office of President, the Vice President shall assume the title, the powers and the responsibilities of the office of the President of the Sports Club Council. B. Office of the Vice President, Office of the Secretary, Office of the Treasurer: in the event that the Vice President, Secretary or Treasurer should resign, be removed, or otherwise be unable to carry out and fulfill the responsibilities of their office, the President shall nominate a candidate for said office subject to approval by a majority vote of all seated Representatives. C. Simultaneous Vacancy: in the event both offices of the President and the Vice President should become simultaneously vacant due to resignation or removal, or should both the President and Vice President for any reason be otherwise simultaneously unable to carry out the respective powers and responsibilities as Executives of the Council, the Council shall call a special general election within 14 days in order to fill the Executive offices of President and Vice President. 1. Acting President: until such a time as a President is elected by the Council at large, the Treasurer shall assume the powers and responsibilities of the Office of the President of the Sports Club Council, assuming the title of Acting President. XXIII. Removal of Executives: an elected officer can be removed from office by a petition signed by 50% plus one of the seated Representatives and a 2/3-majority vote of a quorum of the Council membership at the next meetings. ARTICLE IV: LEGISLATIVE BRANCH I. Authority: the Legislative authority of the Sports Club Council shall be vested in the Council. II. Powers of the Council: all Legislative powers of the Sports Club Council herein granted shall be vested in the Council. A. Enact laws as authorized by this Constitution or as necessary and proper to carry out the Constitutional purposes of the Council. B. Make all appropriations of the Council in accordance with the provisions as established by Law. C. Elect its own officers and establish its own Rules of Procedure. D. Pass resolutions on subjects that affect or are of concern to the Sports Club Council. III. Membership: the Council shall consist of Representatives elected according to the provisions of their respective clubs and of the non-voting members: the President, the Vice President, the Secretary, the Treasurer, the Web-Master, the Past-President, and the Sports Club Council Advisor. A. Ex officio members shall include a representative of the Recreation Services, Dean of Students Office, Student Activities Office, Government of the Student Body, and faculty advisors of all affiliated clubs. Sports Club Council Handbook 7 IV. Committees of the Council: the Council may establish from time to time such standing and/or temporary committees it deems necessary and proper in order to effectively and efficiently carry out the affairs of the Sports Club Council. V. Qualifications of a Representative: A. A Representative must be a student, which is defined as one who is enrolled at Iowa State University. B. A Representative must be a member in good standing with the club he/she is representing and maintain a 2.0 cumulative G.P.A. at Iowa State University. VI. Term of Office: a Representative shall serve on the Council until replaced by a new Representative in his/her club. VII. Responsibilities of a Representative: the Council shall establish by Law the responsibilities of all Representatives in fulfillment of their role as participating representatives in the Sports Club Council. A. A Representative shall represent his/her club at all Sports Club Council meetings. B. A Representative shall meet all deadlines required by the Sports Club Council. VIII. Legislative Definitions and Procedures: the Council may enact, from time to time, such legislation in the form of Council Bills and Council Resolutions, as the Council deems necessary and proper in order to effectively and efficiently carry out the affairs of the Council, and fulfill the Constitutional purpose of the Council. Such enacted legislation shall assume the power of law. A. The Code: the Constitution, Laws, and Executive Orders shall constitute the Code of the Council. B. Sessions of the Council: a regularly scheduled meeting of the Council shall be held once every two weeks of the fall and spring semester. 1. Special Sessions of the Council: the President shall have the power to call the Council into Special Session. C. Quorum: a quorum of the Council for the purpose of enacting legislation shall consist of 50% plus one of the seated representatives. D. Legislation: legislation transacted by the Council shall become effective when passed by a majority vote of a quorum of the Council. E. Procedure: basic parliamentary procedures shall be applied to all business meetings according to Robert’s Rule of Order. ARTICLE V: FINANCES I. Authority: The Sports Club Council shall approve club budgets being presented to the GSB Finance Committee. All fiscal matters of the Council must be approved by a majority vote of a quorum of the Sports Club Council members. II. Budget Requests: Budget requests shall be submitted to the Sports Club Council before the end of fall semester or a date specified by the President accompanied by an audit of the previous year’s financial records, a record of the club’s activities for that period, and a schedule of activities proposed for the coming year. Sports Club Council Handbook 8 III. Special Allocations: Clubs needing special allocations for any reason may appeal to the Sports Club Council and GSB Finance Committee. The Council shall vote upon the validity of such requests. ARTICLE VI: JUDICIAL BRANCH I. Authority: the judicial authority of the Sports Club Council shall be vested in the Sports Club Council. II. Powers of the Council: all judicial powers of the Sports Club Council herein granted shall be vested in the Council. A. Jurisdiction in any case involving a grievance(s) filed by a registered recognized sports club against another registered recognized sports club. B. Jurisdiction in any case involving a grievance(s) filed by a member of the Sports Club Council. C. All appeals to decisions of the Judicial Branch shall be made to the All University Judiciary. III. Organization of the Judicial Branch: the Judicial Branch shall be comprised of the Executive Board and the members of the Council. ARTICLE VII: OPEN MEETINGS It is Sports Club Council policy that all meetings of the Executive, Legislative and all Sports Club Council committees, excluding the Judicial Branch, shall be open to any student and the public. This will be in accordance with the Iowa Open Meetings Act as stated in the Current Code of Iowa. ARTICLE VIII: ELECTIONS I. Nominating Committee: The President shall form a nominating committee during spring semester to solicit candidates for elections. The Council shall approve of the committee. II. Nominations: Nominations shall be announced at the second and third meetings with voting at the third meeting. III. Officers Elect: The officers elect will take office at the meeting following the election. IV. Special Elections: Special elections may be called by the President to fill any vacancies. ARTICLE IX: EFFECTIVE DATE Ratification: this Constitution shall become basic Law of the Sports Club Council the fall semester of 2003 if ratified by a 2/3 majority of the seated membership of the Sports Club Council. Upon such ratification, all previous Sports Club Council Constitutions shall be null and void. Sports Club Council Handbook 9 BYLAWS OF THE SPORTS CLUB COUNCIL OF IOWA STATE UNIVERSITY ARTICLE I: CONSTITUTION SUPREMACY Whenever there is a conflict between the Constitution of the SCC and the By-laws of the SCC, the Constitution of the SCC shall always be supreme. ARTICLE II: SCC OPERATING PROCEDURE I. Guidelines For The Submission Of Bills And Resolutions. A. Each Bill/Resolution must be placed on the agenda by 5:00 p.m. two days prior to a regular SCC meeting. B. A properly submitted bill or resolution must receive two readings seven days apart. C. The first reading is purely a formality with discussion and action not taking place until the second reading. D. Representatives are encouraged to submit and/or discuss amendments prior to the second reading. E. These rules are amendable for individual cases by an affirmative vote of 2/3 majority of the seated Representatives. ARTICLE III: SCC POLICIES I. Representatives’ Responsibilities A. Each Representative will represent his/her club at all Sports Club Council meetings. 1. Each absence will result in the action described in the SCC Attendance Policy. B. Each Representative shall communicate to his/her club all business of the Council. C. Each Representative shall meet all deadlines set by the Sports Club Council. D. The Executive Board may set fines for any deadlines not met. II. Policy On Representatives Leaving Council Meetings Early A. Representatives cannot leave a meeting early without the Vice President’s notification prior to the meeting, or during that meeting. B. Any Representative who leaves an official Council meeting before adjournment without notifying the Vice President prior to the meeting and without adequate excuse shall be charged with an unexcused absence. The Vice President shall have ultimate discretion in determining the acceptability of an excuse. Sports Club Council Handbook 10 III. Policy On New Clubs A. A club must apply to Sports Club Council for Sports Club recognition. 1. The Council may accept the club or reject with explanations as to why. 2. The Council may place stipulations on the club’s acceptance. B. New Sports Clubs are not eligible for capital equipment until they have been a member of Sports Club Council for one full year. IV. Policy On Travel A. Any club not filing a Travel Itinerary before leaving campus will be fined $50 for each offense. 1. A second offense will be penalized by having all off-campus activities suspended for 18 weeks (1 semester). B. If any travel policy is not observed by a club, the club must appear before the Sports Club Council and the Executive for explanations and possible further penalties. C. Sports Club Council recommends that vehicles rented by the club be driven by University registered drivers. D. The drivers of all University owned vehicles must be registered and approved by the University. V. Policy on Attendance See attached sheets. ARTICLE IV: SCC FINANCE COMMITTEE PROCEDURES AND POLICIES I. Authorization This authorizes the establishment of a Sports Club Council Finance Committee (SCC FC). This bill further defines the procedures and policies to be adhered to by the SCC FC. II. Composition and Tenure of the SCC FC A. The Committee will consist of six voting members. 1. Five members will be Sports Club Council Representatives elected by the Council. 2. The SCC Treasurer. 3. The chairperson, who shall be the SCC President, shall cast a vote only in the case of a tie. B. There shall be the following non-voting ex-officio members that will act as advisors to the SCC FC: 1. The SCC Coordinator, 2. The SCC Vice-President, 3. The SCC Secretary, 4. Such other members as the President of SCC might deem appropriate with the approval of the SCC. C. One voting member of the SCC FC shall be elected by the members of SCC FC to serve as Assistant Chairperson of the Committee. This person shall serve as Chair in the event of the President’s absence. Sports Club Council Handbook 11 D. The members of the Committee shall take office immediately following election by the SCC. They shall serve until resignation, removal or replacement following the next election. E. The members of the Committee shall be familiar with the SCC and GSB budgeting process. F. Election of Finance Committee members will be in the fall. III. Responsibilities A. The Sports Club Council Finance Committee: 1. Shall review all budgets turned into Sports Club Council and make recommendations to Sports Club Council concerning legislation to expedite the budgeting process. 2. Shall make recommendations to Sports Club Council concerning the budgeting process. 3. Shall act as a financial advisory board to all Sports Clubs. 4. Shall meet with their assigned sports clubs and explain SCC/GSB guidelines. http://www.gsb.iastate.edu/documents/gsb-finance-criteria.doc This must be done before the club goes though any budgeting process with SCC. B. The Sports Club Council Finance Committee Chairperson: 1. Determines when the SCC FC shall meet. 2. Acts as a liaison between the SCC FC and the GSB FC. 3. Notifies the SCC as to the SCC FC recommendations. IV. Procedures and Policies A. SCC FC meetings, etc.: 1. Shall be open to the public. 2. Shall have a quorum consisting of 2/3 of voting members. B. Exchange of Information: 1. SCC FC to each Sports Club (after approval by SCC): a. Samples of all forms to be used in requesting funds. b. All criteria and policies that need to be followed. c. Tentative schedule of dates to be kept for the allocation process. 2. SCC FC to SCC: a. Recommendations concerning the budgeting process. b. Recommendations concerning budgeting legislation. C. The entire budget of an organization must be presented to SCC FC including items not funded by GSB or SCC. D. No budget will be considered unless it is in the form prescribed by SCC and SCC FC. ARTICLE V: SPORTS CLUB COUNCIL BUDGETING PROCEDURES AND POLICIES I. Authorization This defines the procedures and policies to be adhered to by the SCC, the SCC FC, and all organizations requesting from SCC. II. Eligibility for Requesting Funding Sports Club Council Handbook 12 A. To be funded by SCC the organization must be: 1. A recognized sports club. 2. Officially registered with the Dean of Students Office. 3. Officially registered with SCC and having all forms required by SCC on file. 4. Meet all GSB requirements. http://www.gsb.iastate.edu/documents/gsb-finance-criteria.doc B. All SCC members must have all budget requests approved by SCC before submitting them to GSB. III. Deadlines A. SCC will set deadlines for: 1. Fall Specials. 2. Regular Allocation Rough Drafts. 3. Regular Allocation Final Drafts. B. These deadlines must be met by any organization asking for funding or be subject to rejection or fines by SCC. 1. Policies and/or fines will be determined by the SCC at least one regular meeting in advance of the deadline set by the SCC. C. Deadlines will be set at the earliest possible time by SCC. 1. Deadlines will be at least one week before those set by GSB. 2. Each organization will be given adequate notice of every deadline. a. Notice may be given by phone directly to the organization’s representative or advisor. b. Notice may be given at a regular meeting. c. Notice may be given by email. d. Notice may be posted on the SCC website. D. The deadline date for Regular Allocation Final Drafts and Budget Hearings will be announced at the last regular SCC meeting of the fall semester. 1. A tentative date will be announced during the fall semester. E. The deadline for submitting APPROVED Regular Allocation budgets will be the Wednesday following the SCC Budget Hearings. 1. This deadline is also subject to III. -A. -2. IV. Budgets A. The Final Drafts of Regular and Fall Special budgets will contain: 1. Cover Sheet. a. This must contain the signatures of all the organization’s officers and advisor. 2. SCC Questionnaire. a. This will be distributed by the SCC. 3. Current Budget as approved by GSB. a. This must be in the format specified by the SCC. 4. Travel Breakdown for the Current Budget. 5. Proposed Budget. a. This must be in the format specified by the SCC. 6. Travel Breakdown for the Proposed Budget. 7. Capital Expenditure Breakdown. a. Items over $100 each must have three bids. 8. Additional Information Sports Club Council Handbook 13 a. An explanation on how figures were arrived at on the Proposed Budget shall be given here. B. Rough Draft Budgets will contain (10 copies only): 1. Proposed Budget. a. This must be in the format specified by the SCC. 2. Travel Breakdown for the Proposed Budget. 3. Capital Expenditure Breakdown. a. Items over $100 each must have three bids. 4. Additional Information. a. An explanation on how figures were arrived at on the Proposed Budget shall be given here. C. Each organization will turn in the requested number of copies of their budgets on or before the deadline set by SCC. D. Rough Draft budgets must closely resemble the Final Draft. Large differences will not be accepted. E. Budgets must follow all policies and legislation and requirements of SCC and GSB. V. Budget Legislation A. Budget legislation will: 1. Only be considered before Final Drafts are due. 2. Apply to ALL members of SCC unless otherwise specified. 3. Only be effective for the current budgeting process. B. The function of this legislation will be to lower the total request for SCC. C. No legislation affecting budgets will be considered after the Final Draft deadline. D. It shall be the primary function of the SCC FC to suggest such legislation. E. GSB Budget legislation will supersede SCC legislation. http://www.gsb.iastate.edu/documents/gsb- finance-criteria.doc VI. The SCC FC A. The SCC FC shall: 1. Meet to discuss all budgets turned into SCC. 2. Suggest legislation to expedite the budgeting process. a. Most of this shall be done at the last regular SCC meeting of the fall semester. 3. Act as an advisory board for all Sports Clubs. a. This may include suggesting changes in individual club budgets. 4. Meet with and explain SCC/GSB guidelines concerning budgeting to all new clubs or clubs unfamiliar with SCC/GSB guidelines. This must be done before the club goes through any budgeting process with SCC. VII. Budget Hearings A. SCC Budget Hearings: 1. Shall be open to the public. 2. Shall have a quorum consisting of 2/3 of seated Sports Clubs. Sports Club Council Handbook 14 3. Shall follow Robert’s Rules of Order. B. All clubs are required to have a representative at the SCC Hearings ALL DAY. C. All budgets meeting SCC requirements will be considered by the SCC regardless of representation. D. All clubs are required to have a representative available to attend the GSB FC Hearings. ARTICLE VI: OPERATING PROCEDURES OF THE JUDICIAL BRANCH I. Procedure for Reporting a Case to the Judicial Branch. A. Initiation of Action 1. Cases must be delivered in writing to the President who must report it to the rest of the SCC Executive Board and the SCC Coordinator. 2. Information included in the report: a. Plaintiff’s name; b. Defendant’s name; c. Brief statement of charges; d. Relief requested, if any. 3. For verification, the plaintiff shall sign the statement of charges. B. Notification 1. The defendant will then be informed in writing of the following by the President through the Secretary: a. Charges filed; b. Plaintiff’s name; c. A list of his/her rights and responsibilities as drawn up by the Executive Board; d. Hearing procedure. C. Notification of Pre-Hearing Conference 1. After Section 1 and 2 are both completed by the defendant, the plaintiff, and the Executive Board, they will be notified by the Executive Board in writing concerning the pre-hearing conference, including: a. When and where the conference will be held; b. Who may attend; c. What is to be accomplished? 2. The Executive Board must complete the above within ten calendar days of receiving the complaint from the plaintiff. D. Pre-hearing Conference 1. The date will be set by the President with the agreement of the Executive Board. 2. Those attending the Pre-Hearing Conference will be: a. At least a quorum of the Executive Board; b. Representatives for both the plaintiff and the defendant, and up to two others apiece; c. Others at the request of the Executive Board. 3. The purpose of the Conference will be: a. For the Executive Board to determine whether or not it has jurisdiction over the case; b. To ascertain whether the charge is clear in the minds of both parties; c. To explain the hearing procedure to both parties; d. To inform the defendant and plaintiff of their respective rights and responsibilities; e. To inform both parties of the rights and restrictions placed on witnesses; Sports Club Council Handbook 15 f. To set a date for the hearing; g. To decide matters involving publicity. 4. Procedure for the Pre-Hearing Conference: a. Will be informal; b. May be closed to the public at the written request of any party delivered to the President prior to the Conference; c. By necessity, the Executive Board by majority vote may move the pre-hearing conference from informal to formal hearing procedures. The Executive Board may set time limits for discussion and may modify the schedule as appropriate. II. Rights of the Parties Involved A. Defendant 1. The right to be notified of the charges at least 24 hours before the pre-hearing conference. 2. The right to be informed of the identity of the plaintiff, and to confront the plaintiff. 3. The right to be informed of the trial procedure in advance. 4. The right to choose a closed trial if the defendant is an individual and the case is of a personal nature. In trials where the defendant is a student organization, or the case is not of a personal nature, the trial must be open to the public. 5. The right to testify in one’s own behalf or remain silent. 6. The Executive Board upon request shall appoint counsel, which the defendant may refuse. 7. The right to call witnesses. 8. The right to confront and cross-examine witnesses called by other parties. 9. A list of witnesses to be called must be delivered to the President at least 48 hours prior to the hearing. Additional witnesses called at the hearing must meet with the approval of the Executive Board. This list will be available for viewing by the other parties at the Sports Club Council Office. 10. Any or all of these rights may be waived. 11. The right to petition the Executive Board for subpoena of persons or information. 12. A list of evidence to be presented, and arguments to be used shall be submitted in brief, in a sealed envelope to the President 24 hours prior to the hearing. Both parties will be allowed to view evidence. The evidence will also be open to public inspection unless the Executive Board chooses to close the trial because the defendant is an individual and the case is of a personal nature. 13. In the interest of justice, evidence not available by the deadline may be introduced at the hearing with the approval of the Executive Board. B. Plaintiff 1. The right to be informed of the hearing procedure in advance. 2. The right to testify in one’s own behalf. 3. The right to call witnesses. 4. The right to confront and cross-examine witnesses called by other parties. 5. A list of witnesses to be called must be delivered to the President at least 48 hours prior to the hearing. Additional witnesses called at the hearing must meet with the approval of the Executive Board. This list will be available for viewing by the other parties at the Sports Club Council Office. 6. The Executive Board upon request shall appoint counsel, which the plaintiff may refuse. 7. Any or all of these rights may be waived. 8. The right to petition the Executive Board for injunctive relief. 9. The right to petition the court for a subpoena of persons or information. Sports Club Council Handbook 16 10. A list of evidence to be presented, and arguments to be used shall be submitted in brief, in a sealed envelope to the President 24 hours prior to the hearing. Both parties will be allowed to view evidence, but disclosure of that information shall constitute a breach of trial procedure. 11. In the interest of justice, new evidence not available by the deadline may be introduced at the hearing with the approval of the Executive Board. C. Rights of Witnesses 1. The testimony of the witnesses will be entered on the Council’s record. 2. The right to refuse to answer questions that are of an embarrassing or irrelevant nature. 3. Any or all of these rights may be waived. D. Restrictions of Witnesses 1. Witnesses will appear before the Council if called by either party in question or by the Council. 2. Witnesses may be questioned by the Council or the Executive Board. 3. Witnesses may be recalled for cross-examinations, with the approval of the Executive Board. 4. “Relevance” is the decision of the Council. Refusal to answer what the Council deems relevant may be used as a basis for a decision. III. Hearing Procedures A. Schedule 1. A member of the Executive Board will read the charge. 2. The plaintiff will briefly present what he/she intends to prove. 3. The defendant will briefly present what he/she intends to prove. 4. The plaintiff will present his/her evidence and witnesses. 5. The defendant will present his/her evidence and witnesses. 6. The plaintiff will present his/her rebuttal evidence. 7. The defendant will present his/her rebuttal evidence. 8. The plaintiff will summarize his/her case. 9. The defendant will summarize his/her case. 10. The Council will make a decision. 11. The Council will announce its decision and the penalty, if any. This need not be on the same day as the proceedings. B. Fundamental Court Policy 1. A person is innocent until proven guilty by legal evidence beyond a reasonable doubt. 2. The plaintiffs will call all their witnesses on the case before the defendants call their witnesses. 3. Notification of witnesses is the responsibility of the plaintiff and defendant. 4. Either the plaintiff or the defendant can make a motion for recess, continuance, or adjournment at any time. The Council will decide on the motion at that time. 5. Any motion in bar of hearing must be made prior to step A-2, except for a motion challenging jurisdiction, which may be made before step A-4. Motions for a directed verdict may be made only after step A-6 and before step A-8 or after step A-9. Other motions, such as a motion to suppress or a motion to strike, must be made at the appropriate time. 6. Objections to questions and testimony are handled by the President thusly: a. Objection sustained—stricken from the record; b. Objection overruled—testimony remains in the record. 7. Cross-examination will include only that area of material that has been covered in the examination. 8. Summary arguments shall not include any new evidence. 9. The Executive Board may establish time limits for steps 1-11 of III-A. 10. If the hearing is not completed in one session, the hearing will reconvene. Sports Club Council Handbook 17 11. General Court procedures rather than Robert’s Rules of Order http://cyberbuzz.gatech.edu/apo/robert.html will apply to hearing proceedings. 12. Neither the defendant nor the plaintiff will be allowed to challenge any member of the Council. They may appeal the decision, but they cannot question in the hearing the integrity of anyone. 13. No person shall be convicted of an offense except by the concurrence of the majority of the members of the Council present at the time of the hearing. 14. For every case, a member of the Executive will write up the decision. Any member of the Council may write up the opposing decision for submission with the decision. The decisions will be made available to the parties concerned as soon as possible and will be maintained in the Council files. 15. The Council may adjourn, recess, close sessions, or expel at any point. 16. The President, with the concurrence of the Council, may, for the efficiency of the proceedings, change the order or form of the Schedule. This action must be in the interest of justice for all concerned. 17. The Council may question either party of witnesses at any time. ARTICLE VII: AMENDING THE BY-LAWS AND SPORTS CLUB COUNCIL CONSTITUTION These By-Laws and the Sports Club Council Constitution can be amended by a 2/3-majority vote of all seated Representatives at a regularly scheduled meeting of the SCC. ARTICLE VIII: RATIFICATION These By-Laws go into effect when 2/3 of all Representatives approve them at a regularly scheduled Council meeting. Upon such ratification, all previous Sports Club Council By-Laws shall be null and void. Sports Club Council Handbook 18 The Sports Club Council Representative Each club must designate a person as the Sports Club Representative. This person can also be an officer for the club, but it is recommended to give another club member this responsibility. A Club Representative is expected to: 1. Serve as a liaison between the club, Sports Club Council and the University. 2. Submit and vote on legislation to improve the Sports Club Council and the sports clubs. 3. Meet deadlines required by the Sports Club Council including all budget requests, registration forms, equipment inventories, and other office forms. 4. Check the club’s mailbox regularly for mail. Mailboxes are located on the first floor of State Gym, room/hallway 1240. 5. Reports results of all competitions to the Sports Club Council for record in the Sports Club Council meeting minutes. 6. Assist in preparing the club’s budget. 7. Represent their club at all Sports Club Council meetings. The Sports Club Council meets once every two weeks during the fall and spring semesters or as called by the Sports Club Council President. Meetings are usually in the evening and last about an hour. Upcoming meetings are posted on the Sports Club Council web page which is located at http://www.scc.iastate.edu/ The Sports Club Council Representative is part of the Legislative Branch of the Sports Club Council. They have certain powers granted to them in the Sports Club Council Constitution. These powers include the right to represent their club on all legislation considered by the Council. This includes funding and governmental policies. Representatives are also an important part of each club’s executive and should report all Sports Club Council decisions and share the SCC meeting agenda and minutes with their club. Guidelines for Club Registration Each sports club must complete a registration process with the Sports Club Council and the University (Student Activities Center) before funds will be released and activities can be scheduled. This must be done every year before October 1st. Application for Sports Club Recognition: Each club must have and submit the following information to the Sports Club Council web site. http://www.scc.iastate.edu/ 1. Officer roster. 2. Membership roster. 3. Capital equipment inventory sheet. 4. List of yearly activities. 5. Outline of activities and practice schedules. 6. A current copy of the club’s constitution and by-laws. In addition to submitting the above to the Sports Club Council web site, each club must send their Club Representative, Club President, and Club Faculty Advisor to meet with the Sports Club Coordinator. Sports Club Council Handbook 19 Application for University Recognition: Each club must complete the University Registration form available from the Student Organizations and Activities Center. http://www.sodb.stuorg.iastate.edu/ Guidelines for Advisors Each sports club recognized by Sports Club Council and the University must have one or more advisor(s) selected from the faculty or staff of the University. The Recreation Services Sports Club Coordinator shall act as faculty advisor to the Sports Club Council and serve as ex-officio member of the Executive Board. The advisor(s) are not expected to assume leadership of an organization but are encouraged to work closely with officers and to offer their own input into organization decision-making. The following are some guidelines for effective advising. 1. Be available during the development of plans and programs for the club and to help insure that the activities and undertakings of the club are sound and reflect favorably on the University. 2. Assist the group in identifying and negotiating all group members’ roles and contributions. 3. A group advisor must express sincere enthusiasm and interest in the group and its activities. 4. Advisors must be open to criticisms by the group. Work with them to re-evaluate their role. Be willing to be wrong. 5. At time it is wise to allow the group to be on its own. You can demonstrate your trust in them by stepping back for a short time; however, do not pull back too far because they may feel you have lost interest. If you never step back, they may feel you are the “parent.” 6. Act as a positive critic to the group. Give them feedback on how they are doing. 7. Serve as a resource for alternative ideas or solutions. 8. Be aware of any and all procedures and regulations affecting the group. Assist them in adhering to them. 9. Encourage the group to keep records and evaluations in files. 10. Try to encourage the assignments of tasks to all members. If a member merely comes to meetings and listens, he/she will readily lose interest. 11. Use the tools you have to assist the group. Discussion methods, goal setting, role negotiation, small sub- groups, group representatives, fishbowl, role-playing, etc. The advisor is expected to attend the regular meetings of the club. When it is impractical for the advisor to be present at a meeting, it is the responsibility of the club president or appointed club official to arrange to meet with the advisor to inform him or her of actions taken or proposed. The advisor will be considered the first point of approval for all-important measures of the Club and for all fund expenditures. The club treasurer and faculty advisor must sign all vouchers concerning individual club expenditures. Both signatures must be on the vouchers before the Campus Organizations Office and Sports Club Coordinator will accept it as official expenditures request. In accepting the role of advisor, the individual accepts responsibility to the University for the financial and legal nature of the club’s activities. The advisor is responsible when he or she has authorized the withdrawal of funds Sports Club Council Handbook 20 that results in a deficit for the account. The advisor is also expected to be knowledgeable of University and Sports Club Council policy and advise officers if any activity will violate any policy or be hazardous to person or property. Further information for advisors can be found in the Student Organization Resource Manual available from the Student Organizations and Activities Center. Or it can also be found at: http://www.sac.iastate.edu/Organizations/Resources/sorm.pdf Guidelines for Schedules All sports clubs should follow the following guidelines when scheduling activities. 1. All schedules must be coordinated and approved (at budget request time) by the club advisor, Sports Club Coordinator, Sports Club Council and GSB. 2. Schedule teams of near equal ability when possible. 3. Schedule teams near home when possible. 4. Sports Club Council recommends that a club advisor, coach or other approved representative (faculty or staff) accompany the club on all out of town events. 5. Events should be with institutions having the same sports on a club basis when possible. 6. Tentative schedules should be made up a minimum of 3 to 6 months in advance of the season. Each club should keep a current schedule on file at the Recreation Services Office (State Gym Room 2220) for all off-campus and on-campus activities. The Office should be notified of any changes in the club's schedule as they are made. Guidelines for Equipment Most sport clubs own some equipment. The following guidelines have been developed to protect the club’s investment in equipment. 1. All equipment purchased for the club from GSB allocated money is the property of GSB and ISU students. Equipment must be stored on campus. 2. Each club should have an equipment manager. 3. The club equipment manager is responsible for supply accounting, maintenance, and storage of all equipment. In addition, he/she will determine if equipment has been damaged and requires replacement at the expense of the individual concerned. 4. A complete equipment inventory must be turned in to the Sports Club Council Office each year. The form is due at the same time as the club’s registration forms 5. Campus storage can be arranged with the Director of Recreation Services. Sports Club Transportation and Liability Statement Iowa State University Sports Clubs are recognized and approved by the University. However, ISU is not responsible if you are negligent. Each situation is evaluated on its own facts and circumstances. Sports Club Council Handbook 21 When private cars are used by clubs for trips, the riders and driver are on their own concerning insurance and liability. The drivers and all riders must also fill out University approved Travel Liability Waivers. The driver is required to have to have at least the minimum insurance required by Iowa law. The GSB vans are insured by GSB in the event of an accident. However, drivers and organizations are financially responsible for costs incurred in any accidents that are not covered by insurance. Drivers are also personally liable for any law violations that result in citations, tickets or warrants. A travel itinerary form must be filed and dropped off in the Recreation Services main office at 2220 State Gym before any club can go on a trip. This form is available from the Recreation Services main office. Guidelines for Travel The ISU Sports Clubs do, by their very nature, travel more than most student organizations at ISU. Because of this the ISU Sports Club Council has found it necessary to develop a travel policy for all Sports Clubs. All Sports Clubs are responsible for understanding the following guidelines: 1. Sports Club Council recommends that a club advisor, coach or other approved representative (faculty or staff) accompany the club on all out of town events. 2. If the club is using a private vehicle, the owner of the vehicle is responsible for everything that happens to and in that vehicle. 3. The drivers of all University owned vehicles must be registered and approved by the University. 4. Sports Club Council requires that vehicles rented by the club be driven by University registered drivers. 5. Sports Club Council recommends that private vehicles be driven by University registered drivers. 6. In case of accident or injury, the club must contact a Sports Club Council Executive Member or Sports Club Coordinator as soon as possible. 7. All clubs leaving campus must file a Travel Itinerary form with the Department of Recreation Services one day prior to departure. a. Any club not filing a Travel Itinerary before leaving campus will be fined $50 for each offense. b. A second offense will be penalized by having all off-campus activities suspended for 18 weeks (1 semester). 8. During any club activity (tournaments, events, practices, travel, etc.), no alcohol or illegal drugs are to be present. This includes transporting alcohol or illegal drugs in a University vehicle. a. If alcohol or illegal drugs are found or proved to be present at any club activity, the club will have all travel privileges suspended for one year. This means that clubs do not have access to University vehicles, travel advances, or reimbursement for travel related expenses (hotels, off-campus tournament fees, etc.) 9. If any of the above guidelines are not observed by a club, the club must appear before Sports Club Council and the Executive for explanations and possible further penalties. There are two forms of transportation available to sports clubs through the University, State vehicles and GSB vehicles. There are certain guidelines surrounding the use of each. Sports Club Council Handbook 22 University Transportation: Written policy statements that must be uniformly and consistently enforced: 1. University transportation may be utilized for trips if checked out by a faculty or staff member associated with the club. 2. University vehicles must be driven by a University registered driver. 3. A faculty or staff member must accompany the checked out vehicle on the trip. 4. Before using state vehicles, check with the Sports Club Coordinator, before proceeding with trip details and approval. GSB Van Service: Registered organizations are able to use the GSB vans for service projects, practices, competitions and organizations activities, other than those of a social nature. Use of the vans is restricted to activities with a minimum of six and a maximum of twelve passengers. Cost for use of the vans is set by GSB. The clubs account will be billed automatically through the Campus Organizations Accounting Office for mileage, damage, clean-up or late check-in. Reservations are made at the Campus Organizations Accounting Office by completing the Intramural Motor Pool Order Form (see sample copy). The Sports Club Coordinator must also sign this form. Reservations are made on a first come-first served basis and may be made no more than 30 days and no less than 5 days in advance before travel. Advisors are responsible for verifying the validity of the trip in regard to appropriateness, length, destination and need. GSB vans must be driven by University registered drivers. The Auditor of Campus Organizations Accounting Office will authorize final approval for use of the vans. A limited number of vehicles are available so make all requests no less than 30 days before they are needed. Checkout will be handled through the Motor Pool. At the time of the checkout the driver must show a valid Motor Vehicle Operator permit. Vans may not be checked out more than a couple of hours before departure time. Arrangements can be made with the Motor Pool for off-hour checkout. Vans must be checked in as soon as possible after returning. Arrangements can be made for off-hour check-in. Further information regarding use of the vans may be obtained from the Campus Organizations Accounting Office. Guidelines for Publicity Publicizing your club is probably one of the most important things you can do. A highly visible club is one that is usually more active, has more members, and attracts more funds. The following are just some ideas and resources to start you thinking. 1. Feature Articles Feature articles can be run in either the ISU Daily http://www.iowastatedaily.com/ and/or the Ames Tribune http://www.amestrib.com/site/news.cfm?brd=2035. Contact the sports editors of the respective paper for the best results. Give them the results of competitions and other information about your club. 2. ISU Information Handbook Individual club descriptions are written up and published in this book to be distributed at the beginning of the fall semester. Descriptions are brief and to the point, but should be upbeat and make an individual want to contact the club for more information. Sports Club Council Handbook 23 3. Student Activities Located in Room B4 of the Memorial Union. Club descriptions, contact information, and other information can be placed on file here. This is the place where many students come to find out about an organization and how to join. Keeping information here and up to date can really help to promote your club. 4. Displays Trophy cases are available in Beyer Hall for individual and club awards. Bulletin board space is also available in Beyer Hall and State Gym just for the ISU Sports Clubs. Utilize this space and the general announcement bulletin boards on campus to post club information. 5. VEISHEA The main goals of VEISHEA are to display the clubs and organizations that are active on campus. Sports Clubs are encouraged to educate people to the general principles and rules of their sport. This can be done through displays or demonstrations. This is a great way to let the University community know who you are and what you do; it can also be a lot of fun for the club. VEISHEA gives you a chance to “show yourself off.” 6. Local TV and Radio Public service announcements are aired free of charge. Information can be sent to the station, dropped off at the station, or called in. It is stressed that as few words as possible be used. Information has to be in approximately two weeks in advance. 7. Rec Page Each Wednesday a Rec Page appears in the ISU Daily. This is an advertisement paid for by Rec Services. On a space available basis, Sports Clubs may advertise their meetings, competitions, and results in the Rec Page. The ad must be submitted to the Recreation Services Publicity person ten (10) days prior to the Wednesday of the Rec Page Ad. 8. Rec Services Rec Services has a variety of resources available to help Sports Clubs advertise their events. If your club would like some ideas of how to design flyers, posters, etc, contact the Publicity person for Recreation Services. Fund Raising Ideas Let’s Make Some Money Ideas and excerpts have been taken from the Cal-Poly 2003-2004 Fundraising Resource Guide written by Catherine Cramp. It is no secret that it takes money to start and operate an organization. Unfortunately, these operational costs are becoming greater while available funds are dwindling. For these reasons organizations must develop alternate sources of income. This guide is intended to provide new alternative methods of fund-raising. Guidelines to Successful Fund-Raising 1. Organization: Any fund-raising endeavor can be successful if careful planning takes place ahead of time. Establish a committee, a chairperson, a treasurer and a publicity coordinator. Map out a strategy; establish your goals and work together to make a successful fund-raiser. 2. Contingency Plans: Set a schedule for your project. Have goals and alternative plans (options) ready if the goals are not met on prescribed dates. 3. Image: Make sure that any fund-raising enterprise that you undertake is good for your image. Fund-raising also advertises your organization, be sure the image you present is professional. Bring in the media on your fundraiser if at all possible. Increasing the amount of attention you receive increases your chances of being successful. Sports Club Council Handbook 24 4. Effort: The key to a successful fundraiser. Pursue projects that will give you maximum return for minimal investment in money and/or person power. Do not pursue a project that is more than you can handle or more than you need. 5. Incentives: Where the direct sale of merchandise by individuals is involved, set up prizes for various levels of sales volume. Establish a plan that will maximize the number of winners, and so the number of sales people. (Note: Some merchandise companies have bonus plans built into their programs.) 6. Reason: If at all possible, fundraise for a specific need. You will get a much better response if the money is actually for something. 7. Amount: Make sure the fundraiser you’re doing fits your needs. If you need to make $10,000, is having a carwash really the right way to go? Merchandise Sales Many people are familiar with the sale of merchandise as a fund-raising technique. These efforts can be very successful, but the organization should be selective in what merchandise they choose to sell and which company they select to deal with. There are hundreds of fund-raising companies in the country. Some are short-lived, while others have a long history and are very successful. There are certain questions you should ask of any company you are considering doing business with. Some of these questions include: • Does the program or team require any up-front investment? • What success have other groups had with this company? • How long have they been in business? Ask for references or check with the Better Business Bureau. • If samples are used, who is liable for loss or damage? • How is the merchandise shipped, what is the delivery time, who is responsible for unloading? • Are unsold goods returnable? Are they picked up by a company representative or shipped back by the local group? Who pays the shipping charges? • Does the product(s) have a guarantee? • What sort of support (e.g. local representative, record-keeping, distribution kit) is provided? If the company is reputable and successful, they will be happy to answer any questions and will be able to give you satisfactory answers. A list of fund-raising companies that might be able to help you in your fund-raising efforts is included in the appendix. Fund Raising Activities and Events The sale of merchandise is not the only way to raise money for your organization. The following is a listing of some other possible projects that your organization could undertake. You could use any of the following ideas as is, or develop one of your own. Often it is the new and different idea that sells the best. The important thing is to choose an idea that is right for your group. Aluminum/Glass/ Dinner Theaters Paper Drives Rent An Athlete Garage Sale Shopping Sprees Guest Speakers Book Sales and Fairs Hay Rides Sports Club Council Handbook 25 Candy Selling Marathons Car Washes Raffles Carnivals Showing films Celebrity Events T-Shirt Sales Dances Donut Runs Letter Drives Coin Drives Item Auctions Clinics Providing Unique Bingo Night Services Tournaments Alumni Weekends Parents Weekends Sponsorships For a listing of how to do many of these ideas and more, please refer to the SCC Fundraising Guide. It is available in the SCC Office or on the SCC Web page (www.scc.iastate.edu). There you will also find a listing of fundraising companies to work with. Solicitation of Local Businesses Matching Funds: Approach local businesses about matching, on a predetermined basis, any individual contributions that you can raise from the general public or through special events. You will have to scale your request to the size of the business and the amount that you expect to generate. Special Sponsors: Businesses or corporations can be approached and asked to sponsor your organization. The sponsor gains advertising and good public relations in return. Donations: Approach local businesses. These places may have items they can donate for you to sell or auction. Some of these businesses may include: Athletic Department Free game pass Beverage Company Pop, hats, mugs Cafeteria Meal plans, throw party Campus Bookstore Discounts on books and supplies Discount Stores Coupons Food Markets Catering services, coupons Movie Theaters Free passes Student Union Game room, films, etc. Guidelines for Budgeting & Finance This section is dedicated to the Sports Club Council allocation procedures. It should answer most questions about Fall Specials, Regular Allocation procedures, Budget Adjustments, and budget format. Be sure that you Sports Club Council Handbook 26 also read the Sports Club Council By-Laws and GSB Finance Act located in this handbook. They are referred to throughout the following section and you are expected to know the material and rules they contain. Senate Bill #76-05, Wagener-Morris permits Sports Club Council to hold hearings on the budget requests of its members. Sports Club Council was the first council at ISU to have this privilege. With the privilege, however, comes much responsibility. The Sports Club Council is responsible for all GSB financial and allocation criteria and should police its members to ensure their compliance with the regulations outlined in the GSB Finance Act. To continue to have the privilege of a “block allocation: all regulations must be followed, all forms must be in the proper format, and all deadlines must be met. To meet all these criteria, the following pages should be ready very carefully. Not following regulations, not meeting deadlines, or not following the proper format are all grounds for the GSB or Sports Club Council to recommend a zero allocation. The Sports Club Council does all of its budgeting on the SCC Website (www.scc.iastate.edu). The budgeting information can be accessed by going to the website, then logging in on the left side of the screen. After logging in, choose Budget Manager on the site administration menu. Please direct all questions to the current SCC Webmaster. The budget format is provided for you and cannot be changed by the individual clubs. Once your budget has been approved, it can only be changed through Sports Club Council re-approval. In this section examples will be printed of the forms used in the budgeting process. The format of these forms may change from year to year. This is especially true of the SCC Questionnaire. This form will change or be omitted from year to year depending on requests from the GSB. Some years it may take the form of a description of the club and what they have done in the past year. Be sure to obtain the latest format of all forms from the Sports Club Council. Failure to submit your budget complete and in the correct format is grounds to zero a budget. Definitions 1. Cover Sheet: The cover sheet (Appendix Figure 1) should include the name of the club, the years for which the budget is requested, the signatures of all the clubs officers and the advisor. The addresses and phone numbers of the club officers and advisor should also appear on the cover sheet. 2. SCC Questionnaire: The questionnaire (Appendix Figure 2) should answer some general questions about the club’s purpose and activities. 3. Budget Request: The budget request (Appendix Figure 3) is the budget that the club will follow during the next fiscal year (July 1-June 30). The budget will include income, projected expenses, and the GSB allocation request. This budget will be typed in using the website (for directions, see above). a. Criteria Expenses: These are expenses that the GSB will fund. Examples of criteria expenses are telephone, office supplies, postage, mileage, and lodging. The level of funding may vary from year to year depending on legislation (i.e. Criteria Expenses Bill) passed by the GSB and Sports Club Council. Make sure you check with Sports Club Council for current legislation affecting the funding of criteria expenses. b. Non-Criteria Expenses: These are expenses that the GSB will not fund. Examples of non-criteria expenses are photography, VEISHEA, films, and trophies. These expenses must be paid for through dues, fund raising, donations, etc. Because non-criteria expenses must be paid for from club generated revenue, the total of non-criteria expenses cannot be greater than club generated income. Sports Club Council Handbook 27 4. GSB Allocation Request: The difference between the projected expenses and the projected income of the club is the allocation request. 5. Travel Breakdown: A Travel Breakdown (Appendix Figure 4) gives a detailed list of all the trips the club will be taking in the next fiscal year. It will include the destination of the trip, the number of people going, the round trip mileage, and the number of nights spent on the trip. The Travel Breakdown will also be typed in on the computer and be in the format specified by the Sports Club Council. 6. Equipment Breakdown: An Equipment Breakdown (Appendix Figure 5) gives a detailed list of all the equipment being requested by the club for the next fiscal year. It will include a breakdown for capital and operating equipment. If a single piece of capital equipment costs more than $100, three bids must be obtained and a Capital Equipment Request form filled out and turned in with the budget. a. Capital Equipment: Equipment is considered to be capital equipment if it has a life expectancy of longer than a year. It is equipment that can be used by all members of a club, but it is either too expensive or impractical for club members to purchase. Capital equipment is eligible for funding by the GSB. b. Operating Equipment: Equipment is considered to be operating equipment if it has a life expectancy of less than a year. It is “perishable equipment” such as shuttlecocks, ping-pong balls, etc. This equipment must be replaced regularly and is normally individually owned. This equipment is not eligible for funding by the GSB. It must be purchased using funds raised from dues, fund raisers, etc. 7. Capital Equipment Request Form: A Capital Equipment Request Form (Appendix Figure 6) is used when a single piece of capital equipment will cost more than $100. The form is distributed by the GSB and can be obtained from the GSB office or through the Sports Club Council. This form will require you to obtain three bids for the equipment you wish to purchase. Regular Allocations Sports clubs that wish to have their operation subsidized by the GSB, must apply for such funding to Sports Club Council. The rules of the process are outlined in the Sports Club Council Budgeting Procedures and Policies Bill included in the SCC By-Laws. Procedure: The process will start in October when each club must attend a Budgeting Workshop. At the workshop the club will obtain a program disk (LOTUS) and a budget disk on which the Sports Club Council will place blank budget forms. The clubs will obtain instruction on how to run the computer and fill out their budget at the workshop and in a handout distributed at the workshop. The handout will also contain a tentative schedule for the entire regular allocation process. In November a rough draft budget will be due from each club requesting funding. Each club must submit ten (10) typed copies of the rough draft budget to the Sports Club Council by the deadline set by the Sports Club Council. The rough draft budget will be in the format specified in the Sports Club Council Budgeting Procedures and Policies Bill included in the SCC By-Laws. The final drafts of each club’s budget must resemble the rough draft request. If the final draft does not resemble the rough draft, it can be rejected or zeroed. This is to ensure that the request the SCC FC sees has been thought out and not just a guess of what will appear on the final draft. Sports Club Council Handbook 28 Format: Each club should include the following in their Rough Draft Budget Request: 1. Cover Sheet: This must have all the signatures of all club officers and the club advisor. 2. Rough Draft Budget: This is the budget the club will follow for the next fiscal year (July 1 – June 30). It must be in the correct format as defined by the Sports Club Council. 3. Travel Breakdown for the Rough Draft Budget. 4. Equipment Breakdown for the Rough Draft Budget. Before the last meeting of the fall semester, the Sports Club Council Finance Committee will meet to discuss budget legislation for the current budgeting process based on the rough drafts each club submitted. The legislation that the committee writes up and recommends to Sports Club Council is called the SCC Criteria Bill (Appendix Figure 7). The Criteria Bill is the only legislation allowed for the budgeting process and must be renewed each year. The Criteria Bill must be voted on at the last meeting of the fall semester. The rules of this legislation are outlined in the Sport Club Council Budgeting Procedures and Policies Bill included in the SCC By-Laws. The Sports Club Council Finance Committee will also assign each of the clubs an advisor from the SCC FC to advise each club in the preparation of their budgets. At the last meeting of the fall semester a SCC FC advisor will meet with each club to discuss any comments the SCC FC had on the club’s rough draft budget. This helps each club clear up any problems there may be with their budget and helps them prepare their final draft. The responsibilities and establishment of the Sports Club Council Finance Committee are outlined in the SCC FC Procedures and Policies Bill located in the SCC By-Laws. At the last meeting of the fall semester the SCC Criteria Bill will be voted on, the clubs will be given the deadline for turning in final budget drafts, and the Saturday all day hearing date will be announced. Final drafts will be due at the SCC meeting before the Saturday hearings. The Saturday hearings should be in late January. The hearings must take place before the Regular Allocation Packet due date set by the GSB. Format: Each club should include the following in their Final Budget request: 1. Cover Sheet: This must have all the signatures of all the club officers and the club advisor. 2. SCC Questionnaire: This will be distributed by the SCC. 3. Final Budget Request: This is the budget the club will follow for the next fiscal year (July 1- June 30). It must be in the correct format as defined by Sports Club Council. 4. Travel Breakdown for the Final Budget Request. 5. Equipment Breakdown for the Final Budget Request. 6. Current Budget: This is the budget for the current year as it was approved by the GSB and Sports Club Council. This budget will be in the correct format as defined by Sports Club Council. 7. Travel Breakdown for the Current Budget. 8. Equipment Breakdown for the Current Budget. Sports Club Council Handbook 29 9. Fall Special (if any). 10. Additional Explanations: Might include a brief explanation of items in your budget. The Saturday hearings usually take all day. Each club is asked to present their budget to the Council. The council as a whole will make any changes in individual budgets, which it feels necessary, before passing it on to the GSB. Each club is required to have a representative at these hearings all day. Leaving these hearings early, coming late or non-attendance is basis for a zero fund of the club. After the Sports Club Council votes on each club’s budget, the SCC Cabinet combines all the requests into a single budget request to the GSB Finance Committee. The GSB FC will set a hearing date at which the Council’s request will be reviewed. Each club is required to have a representative at the GSB FC hearing. The hearing date and time, which is usually in February, will be published in the ISU Daily. After the GSB FC reviews the Sports Club Council Budget, they will make a recommendation to the GSB Senate. The Senate will vote on the recommendation sometime, usually in April. Fall Specials A Fall Special allocation is used to request additional funds from the GSB for unforeseen expenses, one-time emergency expenses, or new clubs. Sports Club Council will review the request before it goes to the GSB Finance Committee. These requests are made to the Sports Club Council very early in the fall semester, usually at the second Sports Club Council meeting. For more information, read the GSB Bylaws Section VIII, Part F in the appendix. Procedure: A club requesting a special allocation must submit ten (10) typed copies of the request and the computer disk to the Sports Club Council secretary (Recreation Services Office, State Gym) by the Friday before the Tuesday of the Sports Club Council meeting when the request is to be considered, or by the date specified by the Council. In addition, the club representative must bring thirty-five (35) typed copies of the request to the Tuesday meeting when the request is to be considered. Specific deadlines for these dates will be set by the Council as outlined in the Sports Club Council Budgeting Procedures and Policies Bill included in the SCC By-Laws. The budget request must be in the format specified by the sports Club Council and outlined in the Sports Club Council Budgeting Procedures and Policies Bill included in the SCC By-Laws. When the Sports Club Council approves the request, the club may proceed to file a request with the GSB Finance Committee. The GSB Finance Committee will distribute a Fall Special Allocation Packet at a mandatory meeting. The club must attend this meeting, fill out and return this packet with a copy of the request approved by Sports Club Council. A date for the mandatory GSB Finance Committee meeting and turning in Fall Specials Packets will be published in the ISU Daily. After the packets are turned in, a hearing date will be announced and published in the ISU Daily. It is absolutely essential that a representative from the club requesting the Fall Special attend the hearing. If a representative does not attend the hearing, the GSB Finance Committee will recommend a zero allocation. Format: The format for a Fall Special will be as special in the Sports Club Council Budgeting Procedures and Policies Bill included in the SCC By-Laws. This includes the following: 1. Cover Sheet: This must have all the signatures of all the club officers and the club advisor. Sports Club Council Handbook 30 2. SCC Questionnaire: This will be distributed by the SCC. 3. Current Budget: This is the budget for the current year as the GSB and Sports Club Council approved it. This budget will be in the correct format as defined by Sports Club Council. 4. Travel Breakdown for the Current Budget. 5. Equipment Breakdown for the Current Budget. 6. Fall Special Budget: This should include only items for which special funds are being requested. This budget will be in the correct format as defined by Sports Club Council. 7. Additional Explanations: A brief explanation of why special funds are being requested. If you are requesting equipment you may want to include a listing of all club owned equipment. Budget Adjustment All Sports Clubs are required to follow the GSB approved budget once the funds have been allocated for the club's operation. Not following the budget is grounds for zero funding the next time a request for funding is made. However, a provision has been made for those clubs that find themselves with a necessary unbudgeted expenditure or have made inaccurate estimates regarding their expenses or income. This provision is called a budget adjustment and may be used only when no additional funds are needed. Procedure: A club requesting a budget adjustment must submit a copy of the budget adjustment to the SCC President. After approval by the SCC President, the Sports Club Council must approve the request. The club requesting the budget adjustment must bring thirty-five (35) copies of the request to the Sports Club Council meeting at which the adjustment is to be considered. The Sports Club Council will vote on whether to accept or reject the proposed change. If the Sports Club Council approves the adjustment, it is passed on to the GSB FC. If the adjustment is less than $400, the GSB FC must approve it before it is passed on to the GSB Senate where it must also be approved. Format: The budget adjustment should consist of: 1. Cover Sheet: This must have all the signatures of all the club officers and the club advisor. 2. Current Budget: This is the budget for the current year as the GSB and Sports Club Council approved it. This budget will be in the correct format as defined by Sports Club Council. 3. Travel Breakdown for the Current Budget. 4. Equipment Breakdown for the Current Budget. 5. Adjusted Budget: This budget should reflect the changes the club would like to make in its current budget. This budget will be in the same format as the current budget. 6. Additional Explanations: A brief explanation of why a budget adjustment is needed. Sports Club Council Handbook 31 How A Budget Travels Sports Clubs Develop Rough Draft Budget Sports Club Council Finance Committee Review budget and advise each Club About possible problems Sports Clubs Develop Final Draft Budget Sports Club Council Review each Club’s budget at Saturday Hearings GSB Finance Committee Reviews Sports Club Council’s Recommendation GSB Senate Votes on GSB Finance Committee Recommendation GSB Senate By-Laws The Finance Act Article VIII. GSB Allocation and Procedures and Policies (#83-050F) A. Authorization This authorizes the establishment of the Government of the Student Body Finance Committee (GSB FC). This further defines the procedure and policies to be adhered to by the GSB FC, the GSB Senate, and all organizations requesting funding from GSB. B. Composition and Tenure of the GSB FC 1. The Committee will consist of eleven voting members. a. Four members will be GSB Senators appointed by the GSB Vice President. b. The GSB President will appoint four at-large members. c. The President of the University will appoint one member of the University Administration, faculty or staff. d. The chairperson, who shall be the Director of Financial Affairs of the GSB, shall case a vote only in the case of a tie. e. The Executive Secretary/ Treasurer is a voting member. f. Two alternate members appointed by the President of the Government of the Student Body i. An alternate will vote only when selected by the absent committee member to vote in proxy for said committee member. ii. If the absent committee member fails to appoint a proxy, one will be appointed by the finance committee chairperson. 2. There shall be the following non-voting ex-officio members. a. The Campus Organizations Auditor. b. Such other members as the President of GSB might deem appropriate with the approval of the GSB Senate. c. Any alternate members not eligible to vote at the time. Sports Club Council Handbook 32 3. One voting student member of the GSB FC shall be elected by the members to serve as Assistant Chairperson of the Committee. This person shall serve as Chair in the event of the Finance Director’s absence. 4. In the event that neither the Chairperson nor the senate members are students enrolled in the Graduate College, an effort will be made to fill an at-large position with a qualified graduate student. 5. All appointments require GSB Senate approval. 6. The members of the Committee shall take office immediately following approval by the GSB Senate. They shall serve until resignation, removal or replacement following the next annual inauguration. C. Responsibilities 1. The Government of the Student Body Finance Committee: a. Shall review and evaluate all requests for student Activity Fee Funds and make recommendations to the Senate except those defined in Section C, 2.g, and recommend a budget to the GSB Senate; b. Shall act as financial advisory board to all organizations requesting funds; c. Shall reserve the right to review all financial books at any time of any campus organization receiving funds; d. Shall meet to submit a revised budget for a second consideration of the GSB in the case of Senate rejection of an original FC recommendation. The FC will use the Senate’s recommendations as a guide in the drafting of a new budget proposal although it will not necessarily be bound by it in accordance with Section C, 5a.i. e. Will have the right to request Constitutions, By-Laws and any other relevant organizational documents prior to deliberation. 2. The Government of the Student Body Finance Committee Chairperson a. Determines when GSB FC will convene; b. Sets a schedule for each semester’s allocation procedure to be approved by the GSB President, no later than the fourth week of the term; c. Appoints a member of the GSB FC as a Financial Advisor to each organization upon their requesting funds; d. Notifies each organization of the GSB FC recommendation; e. Shall review June 30 balanced of GSB-funded organization in accordance with Section 5,4.b; f. Shall chair meetings of the GSB FC; g. In cooperation with the GSB Vice President will determine what requests for funds may come directly to the Senate without a FC hearing. 3. The Government of the Student Body Finance Advisors to Student Organizations are to assist student groups with their questions. 4. The Campus Organizations Auditor: a. Acts as an overseer of allocated student activity fees to insure that those funds are properly used; b. Is responsible for determining what will be allowed to cover expenses incurred before the end of the fiscal year, as per Section E, 4.b; c. Will notify the GSB FC Chairperson and the GSB President in the incidence of misused funds. 5. The Government of the Student Body Senate: a. Shall before the allocation process dictate what percentage of the activity fees received that year should be spent on each of the following categories: i. Student Organizations: (1) organizations composed primarily of students; (2) organizations in which the benefits of the organization accrue primarily to members; (3) organizations that Sports Club Council Handbook 33 operate out of accounts at the Campus Organizations Office; (4) organizations required to raise $10 per member per year in self-funding; (5) line item discretion. a) Cultural and Ethnic Organizations: cultural, national, international, and minority organizations. b) Competitive and Recreational Organizations: not curriculum or vocationally oriented organizations, e.g. Forensics. c) Special Issue Organizations: organizations that pursue specific goals surrounding a narrow range of issues, issues that are resolvable. ii. Purchase of Services – Student Organizations: (1) organizations with a larger scope than most group “i” organizations; (2) may or may not have a campus organizations account; (3) not subjected to the $10 per member per year requirement; (4) line-item discretion. a) Campus Magazines: magazines published by students for the respective colleges on campus. Lectures and Symposia: various lectures, conferences, institutes, etc., that feature speakers, films, performances, etc., that are free to the student body. b) Broad-based Student Services: services provided by student organizations to large (typically 200 to 12,000 students) segments of the student population but limited to people in a specific identifiable situation (e.g., living off-campus). c) Campus-Wide Student Organizations: organizations that could conceivably touch the life of several students on campus. The only apparent restriction on utilization is lack of interest. iii. Purchase of Services – Independent Organizations: same as group “ii” organizations, except GSB has no line item discretion. Allocations to sub points a) and b) (below) shall not exceed $120,000. a) Day Care Centers b) Human Services other than Day Care Centers c) Big Student Services iv. Roller Coaster Categories: a) GSB Special Project: projects such as letter writing campaigns that are less than one year in duration. b) Activity Fee Surplus v. Discretionary Adjustment: A percentage of the activity fees set aside to be allocated in any of the above categories where a special need merits an allocation over the pre-established percentage. b. Before the hearings the Senate will establish policies and indicate its philosophy on funding that particular type of organization. c. Upon receipt of the first Finance Committee recommendation the Senate has four courses of action. i. Accept the GSB FC recommendation. ii. Reject the GSB FC recommendation with a demand for a larger allocation. iii. Reject the GSB FC recommendation with a demand for a smaller allocation. iv. Recommend that a particular group not be funded. d. In each case that the Senate chooses option ii, iii, or iv above, the GSB FC will make a second recommendation under advisement of the Senate. e. Upon receipt of the second recommendation the Senate has two options. i. Vote to fund a particular group at the recommended amount. ii. Vote not to fund that particular group. f. The chair of the Senate should restrict discussion of line items within each budget. Motions on line items within individual budgets by the Senate will be considered non-germane. g. A majority of the Senate may request a meeting of the GSB FC. D. Procedures and Policies 1. GSB FC, Hearings, Deliberations, etc. a. Shall be open to the public; Sports Club Council Handbook 34 b. Quorum shall consist of 2/3 of the voting members; c. Notification of time and place will be through the Iowa State Daily or by letter to organization officers/ advisors at least five (5) university days beforehand: i. This will be the only means of notification required; ii. It is the responsibility of the organization requesting funds to find out about the time and place of all hearings and deliberations; iii. Budgets will be considered at the appointed time regardless of group representation. 2. Exchange of Information: a. GSB FC to each organization: i. Samples of all forms to be used in requesting funds; ii. All criteria and policies that need to be followed; iii. Tentative schedule of dates to be kept for the allocation process; iv. Name, address, and phone number of financial advisor. b. Organizations are required to follow the budget format established by the GSB FC and to pay a $10 filing fee to help defray the cost of reproduction of their budgets. c. GSB FC to GSB Senate: i. Recommended budget with explanation of changes to each senator. ii. A copy of the minutes from all GSB FC hearings. d. One copy of the written items required by the GSB FC from the organization shall be provided to those members of the local media who request it on the day that they are made available to the GSB FC members. 3. The entire budget of an organization must be presented to GSB FC including items not to be funded by GSB, unless otherwise established by GSB legislation. 4. No budget will be considered unless it is in the form prescribed by the GSB FC in samples prepared and distributed by the GSB FC. 5. There will be two types of expenditures: a. Operating Expenditures – items expendable in one year or less; b. Capital Expenditures – items with useful lives of more than one year. 6. Bad financial handling will be grounds for recommending no allocation. a. Bad financial handling consists of either violating criteria and/or violating the final budget as approved by the GSB Senate. b. GSB FC will not recommend allocation for payment of debts. c. An organization must prove they have initiated policies to correct bad financial handling to be considered for funding. 7. All advertising and other printed matter that is circulated outside of an organization must contain the phrase “GSB Funded Organization” in a suitable type size. 8. The GSB FC Chairperson will be present at every GSB Senate meeting involving allocations. 9. Appeals Procedure: a. The FC Chairperson’s decision to reject a request for a budget hearing will be communicated to the FC to be sustained or overruled. The Chair’s decision can be overruled by a majority vote of the FC. i. In the event that the FC Chairperson’s decision is overruled, the budget will be heard as usual. ii. In the event that the FC Chairperson’s decision is sustained, no further committee action will be taken. b. Appeal of FC decisions to the GSB Senate: i. The organization which has been denied a hearing by the FC may appeal the decision to the Senate through written application to the GSB Vice President; ii. The appeal must be conveyed to the GSB Vice President within one week of the FC decision. Sports Club Council Handbook 35 iii. The Vice President shall place the appeal on the agenda of the earliest possible meeting of the Senate; iv. A majority vote of the Senate shall be sufficient to require FC to conduct a hearing on the organization's budget. 10. Changes in approved budgets during fiscal year: a. The FC Chairperson will have the authority to approve changes between line items up to $400. b. Any change above $400 per year for any given organization will require the approval of the FC Chairperson and the GSB Senate. c. All changes and approvals must be submitted in writing to the FC Chairperson by the organization. 11. All scholarship money approved by the GSB Senate shall be distributed through the Financial Aid Office of the University. E. Criteria for Evaluation The GSB Senate and the GSB FC have line item discretion in the allocation of student activity funds under its control unless otherwise specified by a senate bill, with the GSB Senate having the final overall discretion. They shall interpret criteria established in the bill and apply them to organizations requesting funding. Failure to comply with these criteria requires rejection or modification of the request. 1. Eligibility for requesting funding: a. The organization must be: i. Officially registered with the Dean of Students Office or recognized by the FC and the GSB as providing human services to the university community; ii. Not contributing financial or material support to or accepting financial or material support from any political party or candidacy of any person for any elected office (this does not apply to GSB elections); iii. Neither affiliated with nor dedicated to a particular religion or religious point of view; iv. Open, but not limited to, membership to all activity fee paying students and spouse card holders, regardless of sex, race, age, nationality, etc. b. The organization must be providing a service for the students that the Senate will “purchase.” c. GSB does not fund curriculum or pre-professional organizations but may fund specific services and educational, cultural, or competitive activities or projects of curriculum and pre-professional organizations. Any organization may be defined as a curriculum or pre-professional organization if one or more of the following criteria are met. The organization: i. Receives academic credit for membership, ii. Is funded or sponsored by one or more academic departments, iii. Has membership limited primarily to students from one or more departments, iv. Is a voting member of one or more college councils, v. Receives funding from one or more college councils, or vi. Has a primary purpose to help students attain professional degree status. 2. Operating Expenses: a. Transportation i. Budget requests must be itemized according to events, dates, and number of participants. ii. All groups are encouraged to make use of the GSB Van Service for travel to events. iii. Private cars may be subsidized to the University’s prevailing rate for such use. iv. Other modes of transportation may be subsidized to full cost if less expensive. v. Budgets for travel and non-travel expenses must be submitted separately. b. Lodging and meals will be considered. c. Office expenditures will be considered. Sports Club Council Handbook 36 d. Advertising, publicity, and newsletters will be considered if their necessity is justified in the request for funds. e. All funds for speakers and films will be allocated through the University’s Committee on Lectures. f. Three bids are required for items over $100 and may be required for items less than $100, unless it is impossible to obtain this number of bids. g. Other items not covered in another section above will be considered. 3. Capital Expenditures a. All organizations i. Three bids are require for items over $100 and may be requested for items less than $100, unless it is impossible to obtain this number of bids. ii. Each organization must project capital expenditures for a three (3) year period. iii. Each organization must project life expectancy for each capital expenditure. iv. All organizations with GSB funded capital must submit a complete inventory each year with their allocation requests. b. Sports Club capital expenditures i. Non-criteria equipment shall be defined to be “perishable equipment that must be replaced regularly as it is used up or wears out, i.e., tennis balls, golf balls, shuttlecocks, etc.” Class 1 equipment may not be considered for funding by GSB. Non-criteria equipment shall be replaced with money from user fees where applicable. This shall be the only use of such revenue. ii. Criteria equipment shall be defined to be “club equipment, used by all, either too expensive or impractical for individual purchase.” iii. FC reserves the right to determine in which class a particular piece of equipment belongs. iv. The GSB Executive Secretary/Treasurer must approve storage for all capital equipment. c. Depreciation of capital equipment i. Method of depreciation a) Depreciation will be calculated using the straight-line method. b) Life will be at least three (3) years and set by GSB FC. ii. Depreciation reserve a) Reserve will be allowed only if approved by FC and GSB. b) If approved, depreciation will appear as a line item expense in future budget. c) The amount of the line item “depreciation expense” will be transferred into a reserve account separate from the operating account. d) The amount in the reserve account will be used to purchase future capital equipment, but only after GSB FC and GSB Senate approval. d. Report requirements Campus organizations maintaining approved reserve accounts for depreciation on capital equipment will furnish the GSB FC, in addition to regular budget materials, the depreciation schedule on its capital equipment. The form “Depreciation Schedule” will be available from the Executive Secretary/Treasurer. 4. Carryover allowance a. Depreciation reserve i. Funds derived from GSB-approved depreciation schedules will accumulate from year to year until the balance left on the depreciated equipment is exhausted. These funds may only be used to defray the cost of future capital expenditures. ii. GSB has final approval on use of the depreciation reserve funds. GSB reserves the right to recapture all depreciation reserves. 5. Purely social functions lacking educational or cultural value will not be funded. 6. Organizational income: Sports Club Council Handbook 37 a. All membership-constituted organizations must support their criteria expenses with membership dues at a minimum of $5 per semester, or an equivalent amount through non-cross-matched fund raising. b. All dues generated to meet the $10 dues per person per year dues requirement from the previous year’s budget must be deposited with the Campus Organization Auditor before funds will be allocated to the organizations. 7. Activities that provide academic credit will not be funded. 8. The following items will not be funded: a. Bomb pictures and space; b. The Memorial Union or that portion of any program or activity that the Senate deems that the Memorial Union should be funding; c. University Recreation Services or that portion of any program or activity that the Senate deems that University Recreation Services should be funding’ d. Athletic Council or that portion of any program or activity that the Senate deems that Athletic Council should be funding; e. The ISU Center or that portion of any program or activity that the Senate deems that the ISU Center should be funding’ f. Organizational telephone books or directories. F. Fall and Spring Special Allocations 1. Restrictions: a. Organizations must not have gone through the regular allocation process as outlined in other parts of this Article unless the organization has incurred some unforeseen expense. i. Expenses already considered in a Regular shall not be reconsidered from the same expense in a Special, nor shall expenses considered in a Special be reconsidered in another Special for the same fiscal year. ii. The Chairperson of the GSB FC shall determine whether the organization is justified for eligibility for Special allocations. Appeals of the FC Chairperson’s decision will be handled in the manner prescribed in Section D-9. 2. Fall Specials will be formally considered in the fall term of each academic year. 3. Special allocations will follow and will not be exempt from the criteria and procedures set forth in this act. 4. Money allocated during Special Allocation hearings may be released prior to the beginning of the next academic term, at the discretion of the FC Chairperson and the Campus Organizations Auditor. G. Senate Discretionary Allocation At any time throughout the year the Senate may allocate money toward special projects with it deems appropriate. Such discretionary allocations, contingent upon consultation with the Finance Director, need not be submitted to the Finance Committee for approval as per Section C-2g. Inherent within the GSB Senate’s prerogative to initiate legislation, such discretionary allocations will be exempt from Sections D and E, and are subject to approval by the University Allocation Review Board. H. All organizations that receive funding from GSB will be expected to submit reports at request to the Finance Director at the end of the academic year. These reports should contain information and programming accomplished in the past year and where GSB monies have been spent, especially those significant to students at ISU. Failure to supply these reports could adversely affect future funding from GSB. Exemption Sports Club Council Handbook 38 from supplying reports due during the summer months will be granted to groups inactive during the summer term. I. The Representative bodies of each of the recognized residence associations are entitled to an appropriation from the GSB of $.50 per member per year to be calculated the beginning of the Spring Semester, after their budget has been approved by the GSB Senate during the regular Spring allocation period of each academic year. J. The Finance Committee will recommend and the Senate will approve each year prior to the start of the spring regular allocation period a “Funding Criteria Bill” and a “Priority Funding Bill” which shall be the law regarding that funding year and the processes and allocations thereof and may include provisions for sanctions. The Finance Director and Finance Committee shall adopt additional operation policies and procedures necessary and proper to insure the fulfillment of the Finance Act, to ensure the fairness and efficiency of the GSB allocation process, and to ensure proper conduct on behalf of the Finance Committee.