1st SORC Meeting September 21, 2016

SGA Executive Team Student Body President – Ben Sharp benjamin.sharp@ttu.edu External Vice President – Alex DeRossi alex.derossi@ttu.edu Internal Vice Pr – esident – Witt Westbrook witt.westbrook@ttu.edu Graduate Vice President – Kevin Koestler kevin.koestler@ttu.edu Chief of Staff – Evonne Heredia evonne.heredia@ttu.edu

Farah Mechref, Chairwoman Robbie Meyer, Vice-Chairman Student Government Association Budget & Finance Funding Presentation September 21st, 2016 Farah Mechref, Chairwoman Robbie Meyer, Vice-Chairman

Budget & Finance Overview Student Government Association is responsible for allocating funds to student organizations each fiscal year in order to help these organizations with outreach, special events, and overall inclusion of student body members. A committee within SGA, Budget & Finance, focuses primarily on this aspect. Members of the committee not only aid in organization understanding of the funding process, but also conduct the funding interviews and collectively decide on how much each organization will be allocated for the fiscal year.

BUDGET & FINANCE OVERVIEW “Appropriate Student Funds in such a way as to maximize their impact for students at Texas Tech University. Assist student organizations in gaining access to these funds in the most efficient way possible. Conduct a fair yearly budget request process, following the guidelines set forth in the SGA Funding Regulations Handbook and Funding Process Handbook.”

Requirements for Receiving Funding 1. Must register as a Student Organization Keri Shiplet is located in the Center for Campus Life (Room 201 in the SUB) - keri.shiplet@ttu.edu 742-5433 2. Must attend Risk Management Keri Shiplet is located in the Center for Campus Life (Room 201 in the SUB)- keri.shiplet@ttu.edu 742-5433 3. Must attend SGA Funding Katherine Taylor is located in SGA (Room 302 in the SUB) - katherine.r.taylor@ttu.edu 742-3631 ***ALL THREE ACTIONS MUST BE COMPLETED BEFORE AN ORGANIZATION CAN BE CONSIDERED FOR SGA FUNDING***

How to access the Funding Handbooks and other resources http://www.depts.ttu.edu/sga/

NEW REGULATIONS FOR FUNDING Beginning this year, if deadlines for submitting funding applications/contracts and scheduling a funding interview are NOT met, student organizations will NOT be eligible for receiving funding through the application process. The organization will have to wait until September 1st to apply for contingency funding, realizing that the amount received will not be comparable to allocation the year before. In the past, we have been lenient in allowing organizations to submit their funding past the deadlines and still receive funds. THIS WILL NO LONGER BE THE CASE. WHY????

FUNDING DISTRIBUTION STUDENT SERVICE FEES SGA UNUSED ORGANIZATION ALLOCATIONS RETURN TO THE UNIVERSITY USED SPECIFICALLY FOR STUDENT ORGANIZATION FUNDING

IMPORTANT DEADLINES TO KEEP IN MIND Funding Request Process Begins September 12, 2016 at 8:00 a.m. Budget Application & Funding Contract Due (without penalty) - December 23, 2016 at 5:00 p.m. Budget Application & Funding Contract Due (with 20% penalty) - January 23, 2017 at 5:00 p.m. ****NO APPLICATIONS WILL BE ACCEPTED AFTER THIS DATE**** Funding Interview Sign up Deadline - (without penalty) - January 23, 2017 at 5:00 p.m. Funding Interview Sign up Deadline - (with 20% penalty) - January 27, 2017 at 5:00 p.m. ****NO ORGANIZATION MAY SIGN UP AFTER THIS DATE**** Attend Funding Interview (January 30 - February 10, 2017) - your assigned date/time

APPEALS PROCESS Reasons an organization would want to appeal: Did not appear on the Appropriations Bill Feels that they did not receive sufficient funds To appeal, the organization should: Schedule an Appeals Interview If, after the amounts have been reallocated following appeals, the organization does not feel they have received sufficient funds, they should contact a Student Senator who is not a member of the Committee on Budget and Finance. Plan a time to meet and discuss your case with the Senator Attend a Mediation Hearing before the Budget & Finance Committee. If the organization is still unhappy with the allocation after the results from the Mediation Hearing, their Senator may appeal to the entire Student Senate on their behalf. The Student Senate at large shall be responsible for deciding and considering appeals that are presented by a Student Senator.

ORGANIZATIONS WHO CURRENTLY HAVE FUNDING You must be registered as an organization, complete Risk Management AND attend Funding Training by: October 31, 2016 or forfeit 1/3 of allocated funding December 7, 2016 or forfeit an additional 1/3 of allocated funding February 28, 2017 will forfeit the remaining 1/3 of allocated funding

FUNDING COORDINATORS Recently, members of the Senate have been incorporated into the funding process as well, under the title Funding Coordinators. These students are direct SGA liaisons between the organization’s officers and the B&F committee. ROLES OF THE FUNDING COORDINATORS: Email organizations distributed to them and make sure to make direct contact with either a member or an officer of that organization Answer any questions the organizations have about the funding process and/or deadlines Meet with organization, if requested by the officers, to maintain transparency between organizations and SGA To check who your Funding Coordinator is, visit sga.ttu.edu

Most Important POints If an organization has questions, or would like to contact someone above you, ask them to contact your designated B&F Committee Member FIRST. Organizations that do NOT apply for funding before the January deadline will NOT be able to receive funding through the application process. Organizations that currently receive funding or would like to apply for funding from SGA must complete 3 items: Register or Re-register as an organization with the Center for Campus Life Attend ONE Risk Management Training Meeting Attend ONE Funding Training Meeting Dates and deadlines for all available on Funding Page at sga.ttu.edu Core Values Funding is DIFFERENT than SGA Funding If anyone ever asks YOU MUST COMPLETE YOUR RESPONSIBILITIES AS FUNDING COORDINATORS

How to Access… How to access the Yellow Sheet: Go to sga.ttu.edu Go to tab on the right and click on Student Org Funding Click on “Funding Overview” Scroll down to “Check the Balance of Your Organization’s Allocation” and click on either Graduate or Undergraduate depending on organization Open file and search for your organizations When all 3 items have been completed, your organization will go from “yellow” to “white” GOAL IS TO TURN THE YELLOW SHEET TO THE WHITE SHEET!!! How to access the Rainbow Sheet: Scroll down to “Organizations Allocations Historical Information” and click on it Files for each Fiscal Year will be shown, can click on any to see how organization has spent money in the past The less amount of money the organization has spent in the past, the greater the penalty during allocations in the spring

FAQs Can I apply for funding for next year if I have not registered as a student organization, attended risk management, and/or attended funding training? NO. All three must be completed in order to both access the funds allocated for the current fiscal year AND apply for funding for the following fiscal year How can I receive more funding? There’s a few things that help: Most importantly, submit application before the deadline, sign up AND attend funding interview Make sure to show up prepared to the funding interview (i.e. aware of funding history, have reasons for requesting an increase in funding, show up with as many people as possible to interview, etc.) Use up all allocated funds and then apply for contingency funding Should I appeal my funds if I’m not happy? YES. If orgs feel they did not receive an adequate amount, they should most definitely go through the appeals process.

Questions?

Contact information Farah Mechref: farah.mechref@ttu.edu Robbie Meyer: robert.meyer@ttu.edu Katherine Taylor: katherine.r.taylor@ttu.edu SGA Office Room 302