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Allocations
To submit an allocation request
to the Student Senate, use the allocation form, which can be
downloaded from the link below:
Allocation
Request Form
When you have downloaded and
filled out this form, send it in to
senate.allocations@gmail.com.
Please note that the newly approved Constitution and
Standing Rules have changed some of the allocations procedures.
Read the summary below to find out the some of the new requirements.
NEW!
Summary of the Allocation Process
Any organization recognized by Student Senate and in
good standing is eligible to receive funding for events from Senate's
allocation budget. The following is a summary of the process to be
followed as described in Senate's
Constitution and Standing Rules.
Fundraising
The first step
in preparing an allocation is to raise some funds to support it.
Student Senate requires:
-
At least
3% of the funds to be raised by an organization for On-Campus
events, and
-
At least
15% of the funds to be raised by an organization for
Off-Campus events.
This money can
come from existing organization accounts, fund raising events,
donations, or similar sources. Donations may not come from Student
Senate or the Student Programming Association (SPA).
Restrictions
When
requesting funds, please ensure that all of the following restrictions
are observed:
-
Events which
are allocated through Senate must benefit the entire Siena Heights
Community.
-
Student
Senate will not pay for any type of clothes.
-
Allocation
monies cannot be used to fund events that historically or rightfully
belong to a Siena Heights University academic division or
department.
-
Student
Senate will not fund senior projects or individual student ventures.
-
Events paid
for using Senate monies must be open for all students to attend
equally.
-
If the
number of participants in the event is limited, then selection
must be determined using an unbiased system. Unless
otherwise approved at the time of allocation, this system must
be a lottery, which will be facilitated by the Student
Activities Office.
-
First-come, first-served is not an acceptable method for
determining participants.
-
Conferences whose attendance is open to a limited part of the
student body may be funded from the Off-Campus account, but an
individual organization may allocate no more than $500 for each
academic year for conferences.
-
Events
funded by Senate may not charge admission to attendees. In
addition, any portion of an event that as funded by an allocation
may not be sold.
New Policy! Prize Procedures
If your
allocation does not include prizes, then you can skip this section.
Student Senate
allows parts of its allocation funds to be used for purchasing prizes to
distribute to Siena Heights Students. Student Senate allows non-Siena
students to attend Senate-sponsored events, but requires that prizes be
distributed to Siena students only. The allocating organization shall
provide specific details regarding how the prizes will be distributed to
allow the Senate to ensure that it is fair. This description will be
part of the allocation request form. The organization will be
responsible for obtaining the signatures of prize winners and turning
them into the treasurer on the same timeline as receipts and other paper
work. This allows Student Senate to verify that the prizes were
distributed as described in the allocation request. Failure to obtain
these signatures or to follow the procedures listed in the allocation or
these rules may result in Student Senate not reimbursing the
organization for some or all of the prizes (at the discretion of the
Executive Board).
In order to
assist with obtaining these signatures, Student Senate provides this
form with the procedures
listed on it.
In a single event, no student may win more than $50 worth of prizes
which were allocated by Senate. Any amount that an organization
fundraises can be used to get bigger prizes. The sum of the value of
prizes won by single students which exceeds $50 may not exceed the
amount of fundraising that an organization reported on the allocation
request.
Updated Policy! Advertising the Event
Publicity for
all allocations must be submitted to Student Activities for posting
at least 1 week prior to the event or the lottery, whichever comes
first. If this deadline is not met, the amount of money that the
organization receives will be reduced by 5%.
In addition,
advertising for all events which received money from Student Senate must
state that partial funding came from Student Senate on the
advertisements. Failure to do this will result in the amount of money
that the organization receives being reduced by 5%.
Deadlines
and Submitting the Allocation
Email the
completed allocation
form to
senate.allocations@gmail.com
by Thursday night at 7:00 pm. This will ensure that the allocation
will be looked at by Senate at the following meeting if the request is
complete and constitutional.
The allocation
request must be approved at least one week prior to the event. If
the submission date makes this one week deadline impossible, the
allocation will not be looked at by Senate. It is recommended,
however, that you submit requests 2-3 weeks in advance, in case the
allocation is denied. This will allow the organization time to
appeal the decision and/or fix any errors that were found. If the
allocation is submitted only one full week in advance, then there is no
time for appeals.
A
representative from a requesting organization must be present at the
Senate meeting at which the request will be discussed in order for a
vote to occur.
Check the Senate Calendar
to see when Senate meets. Be sure to plan ahead and leave yourself
plenty of time, because if Senate doesn't meet on a given week, all
deadlines must still be met.
After the
Event
At the Senate
meeting following the event, the organization's Senator or other
representative must give an oral report of the event.
In addition,
the organization is responsible for submitting all receipts for the
event to the Business Office no later than two weeks after the event.
Copies of the receipts must be sent to the treasurer at the same time.
In addition, the organization must submit an event evaluation to the
treasurer using the Event Evaluation Form.
These can be brought to any Senate meeting and given to the Treasurer
before or after the meeting, or you can email them to
senate.allocations@gmail.com. All of these items are due two
weeks after the event. Failure to meet this deadline will result
in a 5% deduction in the amount of money Senate awards per day late.
If you cannot
meet this two week deadline, you can submit a request for a deadline
extension to
senate.allocations@gmail.com. Use the
Deadline Extension Form.
The Executive Board will look at
these requests at their next regular meeting.
If your
organization loses standing at any point before the transfer of money
occurs, the allocation will be lost, and your organization will be
responsible for all costs associated with the event.
For Further
Details...
This summary
is not meant to replace the Constitution or Standing Rules. It is
here to give the basics of allocation submission. For the most
complete list of requirements, please refer to the
Constitution and Standing Rules.
If you have any questions or
need help with the allocations process, please feel free to
contact us.
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