Student organizations that have registered with the Office of Campus Life are eligible to use various supplies available in the Student Senate Office free of charge. The supplies include tape, markers, colored butcher paper, scissors, staplers, push pins, etc
Student organizations can make banners and posters with supplies available in the Office of Campus Life. Sheet banners are very popular and need to be reserved as early as possible before an event. At the beginning of each semester, reservations for banner space can be made in the Office of Campus Life. The sheets, paints and brushes are also provided. There is no cost for the sheet banners and supplies. The banners are hung outside on the wall of the HUB facing Britton Plaza.
A poster machine is available as well in the Office of Campus Life. It prints letter size flyers into large posters. The poster machine and the sheet banner materials are accessible Monday through Friday from 9am-4pm. There is a $4.00 charge for each poster.
Student groups that have registered with Campus Life are eligible to use the copier located in the Student Senate Office. Groups are issued a code and can make up to 500 copies a month at no charge. The Office of Campus Life requests that clubs make no more than 100 copies in a single day in order to avoid overtaxing the copier. Special colored paper is available in the office for groups to use. Use of the copier is a privilege, not a right. Failure to use the copier in an appropriate manner may result in a fine, suspension or other disciplinary procedure.
The Office of Campus Life maintains a limited amount of storage space for student organizations. Groups can sign up for space at the beginning of the academic year. The size of storage is based upon the club’s needs, and is on a first come, first served basis.
Space is automatically renewed unless it is determined that the student organization not using the space. Every year, individuals from the organization who want access to the space are required to fill out a key contract in the Office of Campus Life. All keys must be returned at the end of the academic year. Failure to do so will result in a fine. For more information, contact the Office of Campus Life at ext. 1671.
Student Senate Funding Guidelines
Any organization who is fully registered with the Office of Campus Life and whose constitution has been approved by CAEC is eligible for funding. Organizations who are participating in the constitutional approval process are able to participate in hearings; however, the ability to spend funds is contingent upon approval from CAEC and by a simple majority vote of Senate.
Student groups having a selective membership may only apply for Student Senate funding for events that are open to the entire college community
Procedures for Requesting Funds
1. Organizations’ budget requests must be submitted by the announced deadline date (no exceptions), which will be determined each semester by the Student Senate Treasurer. Budget requests must be submitted on the proper budget request forms which can be accessed on the Student Senate website.
2. Organizations must present an updated inventory list by the budget request due date. Funding will be contingent on the submission of the list to the Finance Committee.
3. Please note that organizations that submit their budgets late or incorrectly will be removed from the regular pool of budget requests. The budgets that have been removed from the regular pool will then be considered only after all of the regular pool budgets have been allocated.
4. Requests which are vague or incomplete will be returned to the organization and will not be considered for an allocation until the request is properly prepared and resubmitted prior to an announced deadline.
5. Co-sponsorship is actively encouraged as a method of merging the diverse assets and energies of different campus organizations.
6. Spring semester budget requests are for funding the upcoming academic year (both fall and spring semesters). Whereas fall requests are for the first year, sophomore, junior and senior class budget requests only. Special permission to apply in the fall can be granted at the discretion of the Student Senate Treasurer.
7. Each semester the Student Senate Treasurer will hold Treasurer/Budget Clinics for the purpose of educating treasurers or incoming treasurers on the day-to-day financial activities of an organization, as well as annual budgeting procedures.
8. Organizations are required to send at least one representative, preferably their treasurer or incoming treasurer, to the clinic. Those who do not send a representative to the Treasurer/Budget Clinics will not be able to participate in the Student Senate Budget Allocations for the next academic year.
1. The Finance Committee will equally consider all budget requests submitted correctly and on time. Budget hearings with the Student Senate Finance Committee are completely optional. If your budget is elaborate or if you have special needs/concerns, you are encouraged to sign up for a budget hearing.
2. Organizations will be notified of hearing dates at least two weeks prior to the actual hearings.
3. If members of the group are going to attend, then the president and the treasurer of the organization should be the appointed representatives. If by chance both are seniors, then the advisor and an underclass member should come to the hearing as well.
4. Failure of an organization to attend their scheduled hearing date may result in loss of further consideration of the submitted budget request during the allocation period. Organizations may be referred to the appeals process to resubmit their budget request.
5. Each organization will be notified of the allocation that the Finance Committee intends to recommend to the Student Senate for approval. This notification will be sent out in writing to the organization at least seven days prior to the Senate’s vote on the budget.
6. If the budget is not passed by Student Senate, the Senators will make recommendations to the Finance Committee as to what allocations should be reconsidered.
1. After receiving notification of the recommended allocation, an organization will have at least five days to make an appeal to the Finance Committee.
2. An appeal with a complete rationale must be made by using an appeal form and delivering it to the Student Senate Treasurer by the announced deadline. The rationale shall include the specific events and allocations to be addressed in the appeal. If an organization would like to make an appeal, they will be required to attend an appeals hearing.
3. The results of all appeals will be announced at the time the budget is presented to Student Senate.
4. Once an appeal is heard and adjudicated by the Finance Committee, the appealing organization has the right to a final appeal before Student Senate.