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STUDENT
ACTIVITIES >> STUDENT ORGANIZATION
RESOURCE GUIDE >> UNIVERSITY FUNDING PROCESS UNIVERSITY FUNDING
ACCOUNT
Student organizations officially recognized by Dakota State
University are eligible to request funds from the University Funding
Account. The University Funding Committee allocates funds based on
written requests from student groups. Student organizations receiving
General Activity Fee funding are ineligible for University Funding Account
assistance. Student
groups may request funds at any point in the school year. It is
important to recognize that funds are limited. Therefore, it is to a groups advantage to identify needs and submit requests
during hearings held in March. Some funds may be retained by the
committee for supplemental requests if the funding pool is strong. The
supplemental process provides opportunities for clubs to submit a request for
funds following the allocation process. Please contact the
Activities Office at 256-5146 if a representative of the club would like to
meet with the University Funding Committee to request additional funding for
events undetermined. Supplemental funds are allocated on a
first come-first served basis. Clubs
may carry-over funds from one year to the next. However, this is not
encouraged by the University Funding Committee. Funds are allocated
with the belief that they will be used in the same year they were transferred
to the account. A carry-over balance may hinder a groups
ability to request a similar amount or more during the next allocation cycle. University funds may be used for most any group-related activity. Typical examples would include trips, speakers, equipment, publications and office supplies. University funds will not be allocated to fund purchases of alcoholic beverages.
Student
groups receiving money from the University Funding Account must follow
established reporting procedures. The following pages outline the
process and forms. The Activities Office staff annually trains club
treasurers on reporting procedures and how to read the monthly financial
summaries. SY 08-09 University Fund Allocation to Eligible
Organizations
University
Funds are transferred at the beginning of each school year.
University Allocation Fund By-Laws
ARTICLE I
The University Fund Allocation Committee shall be the
governing body over all organizations receiving University club funds.
Rules and regulations will be set and established by approval of the
University Fund Allocation Committee. ARTICLE II
Sec. I. COMMITTEE MEMBERS –
The members of the University Fund Allocations committee shall consist of six
(6) students and four (4) faculty/staff members. All members shall have
voting privileges. Faculty/Staff members may not be the advisors to an
organization that is funded by the University Fund Allocations Committee. ARTICLE III
Sec.
I. FROZEN ACCOUNTS – any organization with a frozen
account that charges items to the account will be held liable for
payment. The members of the organization or outside sources must pay
for items charged to a frozen account. An account will be frozen if
report deadlines are missed or if funds are mismanaged. Sec.
II. CLOTHING PURCHASES – University funding will
pay up to fifty-percent (50%) of a clothing item for an organization.
The articles of clothing must be a uniform or similar article and must remain
with the organization from year to year. University funds cannot pay
for articles that are to be kept by individual members. University Fund Guidelines
All
clubs must be recognized by the Activities Office as being an established
club or be in the process of becoming recognized. Every
club must have a constitution on file in the Activities Office. Eligible
clubs must have a minimum of five members. 75% of all members per
eligible club must be students. Two
meetings per semester must be held. Minutes of these meetings must be
taken and available upon request. Proposed
budgets for the next academic year must be submitted by established
deadlines. Proposed budgets must be submitted according to guidelines
set and explained by the University Funding account coordinator. Clubs
promote open membership to all DSU students, including honor societies, as
long as GPA and major requirements are met. All
clubs must engage in fundraising activity independent of University
funds. Money raised will be reported as income in all submitted budget
summary updates. Any
violation of these rules allows for the University Funding committee to
freeze the club’s current funding and/or make a club ineligible for funding
the following year. New
clubs that meet eligibility requirements are eligible to submit a request for
up to $350.00 in start up funds from the University Fund Allocations
Committee. Representatives from the new group will be asked to attend a
meeting of the committee to explain their request. Special Note
THE UNIVERSITY FUND COMMITTEE BUDGET HEARINGS
The University Fund Allocation Committee (UFAC) will announce
the dates of its hearings and regular meetings. An organization can
obtain a spot on the agenda by contacting the Student Services Center.
Proposed budgets for the next academic year are due in late March. Each
group will have approximately 10 minutes to present its budget request and
answer questions the committee might have. The
funding decisions will be announced after all groups have presented their
budgets. The
UFAC may hold some funds in reserve for the possibility of requests from new
groups later in the year. Below
is an example of a correct budget proposal submitted to the University
Funding Allocation Committee by the established deadline. EXAMPLES: SY 08/09 ANTICIPATED
INCOME/EXPENSE SUMMARY (NAME OF ORGANIZATION
HERE) SUBMITTED BY:
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