BSC Student Government Association

 

Student Government Association

 

Instructions: New Event Funding System

Effective Tuesday April 25, 2006

 

 

Table of Contents

 TOC \o "1-3" \h \z \u Instructions: New Event Funding System... PAGEREF _Toc133663708 \h 1

Table of Contents. PAGEREF _Toc133663709 \h 1

Instructions Summary: New Funding System.. PAGEREF _Toc133663710 \h 2

Getting Started.. PAGEREF _Toc133663711 \h 3

Submission Requirements. PAGEREF _Toc133663712 \h 3

Obtaining a Request Form.. PAGEREF _Toc133663713 \h 3

Completing the Event Funding Request Form.. PAGEREF _Toc133663714 \h 3

Exhibit A:     How To Complete the Itemization Section of the Event Funding Request (EFR) Form.. PAGEREF _Toc133663715 \h 4

Submitting the Form.. PAGEREF _Toc133663716 \h 5

Request Consideration Process. PAGEREF _Toc133663717 \h 6

Requests of Less Than $150 from the SGA Club Event Pool PAGEREF _Toc133663718 \h 6

Requests of $150 or More in SGA Club Event Pool PAGEREF _Toc133663719 \h 6

Utilizing Requested Funds. PAGEREF _Toc133663720 \h 7

 


 

Instructions Summary: New Funding System

 

  • Obtain a Club E-mail and Blackboard account (ex: SGAOffice@bridgew.edu)
  • Register for the SGA Blackboard account entitled VC 507-001 Student Government Association
  • Download the SGA Event Funding Request Form from the SGA Blackboard site.
  • Complete all information completely, be as detailed as possible
  • Save the file as Event Name – Club/Organization Name.xls
  • Upload the completed form into the Digital Dropbox on the SGA Blackboard site.
    • Submissions may be made in advance for any event occurring within the academic year
    • Submissions must be made at least 6 weeks prior to the requested event’s date
    • If the event requested required $1,000 or more in SGA funds, a copy of the club/organization’s tentative room reservation must be placed in the SGA Treasurer’s mailbox (located in the SGA office)
  • Events requiring SGA funds of less than $150 need only Finance Board approval
  • Events requiring SGA funds of $150 or more requiring Finance Board and Senate approval
  • The Finance Board and SGA reserve the right to require any club/organization to attend a meeting in which an event request is being considered
  • Funds must be used for the event requested; unused funds will revert back to the SGA

 


 

Getting Started

 

  1. Obtain a bridgew.edu e-mail address. (EX: sgaoffice@bridgew.edu)
  2. Obtain a blackboard account utilizing the e-mail address from Step 1.
  3. Register for the Blackboard course titled VC 507-001 Student Government Association.

 

Submission Requirements

 

  1. Requests may be submitted for any event occurring within the academic year.
  2. Request must be submitted at least 6 weeks in advance of the event date.
  3. Requests requiring SGA funds of $1,000 or more must be accompanied by proof of room reservation. A copy of the club/organization’s tentative room reservation must be placed in the Treasurer’s mailbox (located in the SGA office) within 24 hours of submitting the online form.

 

 

Obtaining a Request Form

 

  1. Log onto Blackboard and select from My Courses: VC 507-001 Student Government Association.
  2. Select from the left hand menu: SGA Forms.
  3. Select the folder entitled SGA Funding Request Form.
  4. Select EventRequestForm.xls
  5. A window will appear; Select Save. (Note: Please save to a location which you can later find).

 

 

Completing the Event Funding Request Form

 

  1. Please complete form completely. Incomplete forms will not be considered. There is no such thing as too much information.

 

  1. Please pay particular attention to the section entitled Itemization of Total Spending.
    1. Item Name: Provide each line item expense for your event. All items required for your event should be included regardless of whether they will be funded through SGA funds. Please be as specific as possible. Lack of detail may result in denial of a request:

 

Exhibit A:   How To Complete the Itemization Section of the Event Funding Request (EFR) Form

 

Unacceptable Item Names

How Not To

Instead Enter

How To

Example

Speaker, Guest Speaker

The name of the speaker

Gideon Yago, Cindy Kane

Artist/Band/Comedian

The name of the artist/band/comedian

Rupee, Horatio Sanz

DJ

The name of the DJ

DJ Awasung

Food, Refreshments

Each individual food item on a separate line

Pizza, Veggie Tray, Soda, Water, Chicken Nuggets….

Advertisements

Each type of advertisement on a separate line.

Flyers, Posters, etc.

Decorations

Each type of decorations on a separate line

Lights, streamers, etc.

Should you have questions on any other item, please consult a Finance Board member.

 

 

    1. Vendor Name: Enter the company which sells the item. For example, all food requests would have Sodexho entered as the Vendor. If the item is a speaker or artist, provide the booking agent/agency.
    2. Units: Enter the required number of units. This column must be entered. For items such as speakers, artists, etc., enter “1.”
    3. Unit Type: Description of how the is item measured. Examples include each, per lbs, per oz, and more. If not applicable, enter n/a (For example, if the item was a guest speaker, n/a would be entered).
    4. Price per Unit: Description of how much the item costs based on the breakdown provided under number of units and unit type. If there is only one unit, this would be the total price of the item.
    5. Total Cost: Do not enter anything into this column; the spreadsheet will calculate the figure automatically.
    6. Event Total: Do not enter anything into this cell; the spreadsheet will calculate the figure automatically. Once again, this number should represent the total cost of the event, not the amount being requested.
    7. Secondary Funds to be Used: Enter the amount which the club will provide from its own #2 account. This refers to the club listed under Club/Organization Name at the top of the form.
    8. Funds of Co-sponsor(s) to be Used: Enter the amount which will be provided from other clubs, organizations, or other funding sources. In the event of SGA recognized clubs/organizations, this amount would derive from those clubs/organizations #2 accounts. In the event of other funding sources, such as the B.I.G. grant, academic departments, non-SGA recognized organizations, this amount would represent the total amount being contributed.

1.      Please note: Only one request form is needed per event. If multiple SGA recognized organizations are involved, please submit only one form classifying one organization as the primary club and all others as co-sponsors. Funds will be deposited, if approved, into the primary club’s #1 account.

    1. Total SGA Funds Requested: Do not enter anything into this cell; the spreadsheet will calculate this amount based by subtracting Secondary Funds to be Used and Funds of Co-sponsor(s) to be Used from Event Total. This is the amount the Finance Board and Senate will consider.

1.      Please note: Although the Event Total may include items which are not eligible for SGA funding, the final Total SGA Funds Requested figure must not include ineligible items. Any amounts towards ineligible items must be included in either the Secondary Funds to be Used and/or Funds of Co-sponsor(s) to be Used figures.

  1. Please provide a brief, but detailed description of the event. If the event includes a speaker, a description of the speech topic and the speaker’s qualifications should be provided. If the event includes funds from non-SGA recognized organizations or funding source, this should also be disclosed under this section.
  2. Save the file as: Event Name – Club/Organization Name.xls (Example: International Night – International and Exchange.xls).

 

 

Submitting the Form

 

  1. Log onto Blackboard and select from My Courses: VC 507-001 Student Government Association.
  2. Select from the left hand menu: Digital Dropbox.
  3. Select: Add File
  4. Select: Browse
  5. Select: The file which holds your completed form (Event Name – Club/Organization Name.xls),
  6. Select: Submit.
    1. Please Note: You are not required to provide a name or comment on Blackboard.

 


 

Request Consideration Process

 

Requests of Less Than $150 from the SGA Club Event Pool

 

  1. A hearing will be scheduled at the next available Finance Board Meeting.
    1. The requesting club(s)/organization(s) will be notified of hearing date and time. Attendance is normally not mandatory, but is recommended. The Finance Board reserves the right to require any club/organization to attend a hearing for consideration of an event.
  2. After deliberation, the Finance Board will approve, deny, or table (delay to a subsequent meeting) the request.
  3. If approved, the request will be considered authorized and funds will be released into the primary club/organization’s #1 account. The Finance Board may approve the request at a lesser amount than originally requested.
  4. If denied, the request will be considered rejected.
  5. Requests will normally be tabled only if more information is required. This process is normally avoidable if a club representative is present at the Finance Board hearing.
  6. The SGA Treasurer will notify the club/organization of any decision using the club’s bridgew.edu e-mail as soon as possible.

 

 

Requests of $150 or More in SGA Club Event Pool

 

  1. A hearing will be scheduled at the next available Finance Board Meeting.
    1. The requesting club(s)/organization(s) will be notified of hearing date and time. Attendance is normally not mandatory, but is recommended. The Finance Board reserves the right to require any club/organization to attend a hearing for consideration of an event.
  2. After deliberation, the Finance Board will recommend, deny, or table (delay to a subsequent meeting) the request. The Finance Board may recommend the request at a lesser amount than originally requested.
  3. If recommended, the request will be placed as motion at the next Senate meeting (Skip to Step 6).
  4. If denied, the request will be considered rejected.
  5. Requests will normally be tabled only if more information is required. This process is normally avoidable if a club representative is present at the Finance Board hearing.
  6. The Senate will consider all recommended requests.
    1. The requesting club(s)/organization(s) will be notified of date the Senate will hear the request. Attendance is normally not mandatory, but is recommended. The Finance Board and/or Senate reserve(s) the right to require any club/organization to attend the Senate meeting in which a request is being heard.
  7. The senate will approve, deny, or (in rare instances) take other actions on a request.
  8. If approved, the request will be considered authorized and funds will be released into the primary club/organization’s #1 account. The Senate may approve the request at a lesser amount than originally requested and/or at amount different from the Finance Board recommendation.
  9. If denied, the request will be considered rejected.
  10. The Senate may take any other action on a request deemed appropriate (example: table).
  11. The SGA Treasurer will notify the club/organization of any decision using the club’s bridgew.edu e-mail as soon as possible.

 

Utilizing Requested Funds

 

  1. Funds must be used for the event requested for the items requested. If the event is not held, funds will be rolled back to the SGA.
  2. Any SGA funds remaining after the event is held will be rolled back to the SGA.

Last Modified: August 31, 2006