Student Senate Funding Request Form Requisites and Guidelines

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1 Student Senate Funding Request Form Requisites and Guidelines If you have any questions regarding the Student Senate Funding Request form or the process of requesting funds from Student Senate, please contact the Student Senate Treasurer Jin Joo Hwang at The Funding Process: I. Complete the Funding Request Form, including the Requisites and Guidelines, and submit it to the Center for Student Involvement (COM 309). II. Meet with the Student Senate Budget Committee to review your request. At the meeting, you are expected to give a detailed presentation regarding your request and be prepared to answer any questions the Budget Committee may have. The Senate Treasurer will contact you via with a date and meeting location at least one week prior to the meeting. Be sure to bring any receipts that relate to the request / previous year s spending. III. Following your presentation, the Budget Committee will evaluate a percentage of your request to then present to the Student Senate General Assembly. IV. The first Monday following the Budget Committee review, the Student Senate General Assembly will vote upon your request. During that meeting, you are expected to present a brief and clear explanation of your request and be prepared for any questions a Senator might have. Remember that the Student Senate General Assembly has the final vote, so be as prepared as possible. This meeting is held Mondays at noon in The Glass Cube, RC 270. V. You will be contacted by the Senate Treasurer following the Student Senate General Assembly meeting concerning the funds allocated to your club. Clubs & Organizations Funding Criteria I. A student organization may not apply for funding until: a. The organization has been in existence for at least two (2) consecutive (fall and spring) semesters. b. The organization has been reinstated and in active standing for at least one (1) semester. II. Funding requests will be considered on a first-come, first-served basis. III. Clubs and organizations may not request more than $4,000 per event or activity. IV. The maximum amount a club or organization can request is $8,000 per academic year. V. Club/Organization has a responsibility to contribute at least 30% of the total event cost. In the case of a joint venture, all clubs and/or organizations must together contribute toward the minimum 30% of the total event cost.

2 VI. VII. VIII. IX. Student Senate funds cannot be used to pay for taxes on any club request. Clubs are responsible for paying any taxes associated with their requests. In order to be funded, requests must pass with a 2/3 majority vote during the Student Senate General Assembly meeting. Please note that applications from clubs and organizations that have not made an effort to fundraise toward the event or activity will not be accepted. Once approved, the expenditures must be incurred during the current fiscal year (July 1, 2017 June 30, 2018), and all Senate-funded expenses must be paid by June 30, Event Funding Criteria I. Requests for Student Senate Event Funding shall include a detailed line-item breakdown of expenses and potential income; the logistics of the event; the purpose for holding the event; the reason why Student Senate should be a financial partner in the event; the date, time, and location of the event; and any other information that enhances the detailed understanding of the event. II. Student Senate funds shall not be used for the fundraising for the club/organization, fundraising for the scholarship, and fundraising for the charity. III. The intended use of Student Senate funds is to enhance or cultivate a student audience. Any event funded by the Student Senate shall be reasonably open and accessible to all current Johnson County Community College students. Those groups looking to cultivate a community audience may receive reduced funding or no funding. Travel Funding Criteria I. Requests for Student Senate Travel Funding shall include a detailed line-item breakdown of expenses, the logistics and itinerary of the trip, the purpose for traveling, the reason why Student Senate shall be a financial partner in the trip, the date(s) and destination of the trip, and any other information that enhances the detailed understanding of the trip. II. Permissible activities shall include, but not be limited to: conferences, conventions, tours, training sessions, workshops, competitions, and humanitarian activities organized by the College or recognized not-for-profit organizations. III. Student Senate Travel Funding may be used for transportation costs, lodging expenses, meals, registration and admission fees for permissible activities taking place outside of the College, or other uses agreed upon by the Student Senate Budget Committee.

3 IV. All requests for Student Senate Travel Funding must comply with JCCC student travel policies and guidelines. The student organization advisor is responsible for understanding and adhering to these policies. Criteria for Other Funding Requests I. Requests for Student Senate Funding not designated for events or trips may be requested through procedures similar to those for Event and Travel Funding. These requests shall include a detailed line-item breakdown of expenses and income, the purpose of the request, the reason why Student Senate should be a financial partner in the endeavor, and any other information that enhances the detailed understanding of the request. II. These requests shall be subject to the discretion of the Student Senate. Evaluation criteria I. The Student Senate Budget Committee requires the following items in order to determine a final amount to fund any club or organization. A percentage may be deducted from the full amount of your request for each missing detail based on following criteria. Student Senate Budget Committee will evaluate your request based on these requisites: 1. Benefits of the event to the club, JCCC, and/or greater community. 2. A clear and detailed statement of expense background and Accounting information. 3. Representation at Inter-Club Council. 4. Representative(s) at the Student Senate Budget Committee and General Assembly meetings. 5. Being Subject to the discretion of the Student Senate. The signatures below show that we have read and understand the requisites and guidelines set for by the Student Senate. We acknowledge that any failure to comply with this agreement could result in your Student Senate Funding Request being denied. Club/Organization Advisor Signature: Club/Organization President/Officer Signature:

4 Student Senate Funding Request Form *Please fill out the application in its entirety. Illegible or incomplete applications will not be considered. Applications that do not comply with the Student Senate Funding Request Requisites and Guidelines (pages 1-3) may result in clubs or organizations receiving reduced funding or having their applications denied. Club/Organization Name: Club/Organization Advisor: Extension: Club/Organization President: Phone Number: Club/Organization Officer/Representative: Phone Number: Type of event (ex) Trip, Conference, On/Off-Campus Event, Equipment, etc) Please explain: Event Details Name of Event: Date of event: Location of event: Number of participating students: Number of participating Faculty/Staff: Is this a joint venture (sponsored by 2 or more clubs/organizations)? Yes No If yes, please provide the name(s) of other organization(s): With this application, please provide a typed detailed description for following questions. (250 words minimum) 1. What is the purpose of this event? 2. How your event will benefit your organization, JCCC and the greater community? 3. Please explain any other information that enhances the detailed understanding of the budget request.

5 Expense Background (Please provide the plan for expense and any receipts, if applicable): Item Quantity Price Per Unit Total Cost Total amount: Total amount per participant: Sources of Funding (including how much students will pay out of pocket, funds from outside sources, and funds raised by the club/organizations toward the event): Explanation Date Amount Raised Total amount: Funds Required from Student Senate: Item Amount Required Per Participant Total Amount Total Amount of Request: Total Amount Requested Per Participant: Club/Organization Advisor Signature: Club/Organization President/Officer Signature: Date:

6 For Student Senate Use Only: Benefits of event to the club, JCCC, and/or community (30) A clear and detailed statement of Expense Background (20) Expenditure plan (receipts from previous event, website printouts), receipt, etc. Representation at Inter-Club council (10) Representative(s) at the Student Senate Budget Committee and General Assembly meetings (10) Prepared presentation about budget request, adequate answers for questions, etc. Being subject to the discretion of the Student Senate (30) Present condition of Senate Budget, Completeness of Budget Request Form, Cost per Participant, etc. Date Application Received: Acknowledgement of Requisites and Guidelines signed? Yes Date Club/Organization came to Budget Committee meeting: Provided to Secretary for placement on General Assembly Agenda Date of vote: Votes for: Votes against: Abstentions: Total Amount funded: Number of Participants: Amount funded Per Person: Date club/organization ed with information regarding award: Date information provided to Student Life Office: Date transferred into club/organization agency account: Amount used by club/organization: No