1. ACTIVITIES FEE DISTRIBUTION PROCESS Korbin Shearer, Student Senate VP of Finance

2. Follow Along!  This presentation is a quick overview of the Activities Fee Distribution Process.  Clubs/orgs and students should read the process for a full list of guidelines and criteria  Can be found online under the “Documents” tab at the Student Senate’s Get Involved page  https://involved.millersville.edu/organization/StudentSenate /documentlibrary https://involved.millersville.edu/organization/StudentSenate /documentlibrary  Page numbers in the lower right corner correspond with the page numbers in the distribution process

3. Funding Disbursement  Every year, Senate receives a projection of the the available funds that is going to be collected by the University  Each student pays $12.32 per credit up to 12 credits (max $147.84)  The money that is collected is known as the Student Activities Fee  Money is distributed based on the chart on the following slide 4

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5. Example of Distribution 5

6. Funding Allotment  Remaining amount of funds after the reserved distributions is taken off is called the Funding Allotment  Broken down into 5 “pots”  Club and Organization Operational Allowance (37%)  Events and Activities (37%)  Professional Development (20%)  Emergency Allocations (5%)  Appeals (1%) 6

7. Section VIII: General guidelines that apply to all sources of funding (page 7) Each source of funding also has specific guidelines For a complete list of guidelines, please refer to the distribution process (section VIII-XIII) General Guidelines 7

8. Documentation  Student Senate will not fund any requests that lack proper documentation. These items will be cut.  Documentation is required to justify the cost and purpose for an item/service.  Documentation should be similar to one of the following things:  Screen shot from a website (must have price)  Previous invoice for similar or same item/service  Quote for item/service from the provider  Documentation that is just text in a word document is not sufficient documentation.  Links to websites are not considered proper documentation and will not be accepted. 7

9. Food  If an event is held on campus, the food must be purchased through Dining Services, or an exception must be obtained from the Director of Dining Services and given to Student Senate.  Student Senate will only fund for food at events that are open to the entire student body. Food will not be funded for individual club/organization meetings  Food that is bought with Student Activities Fee must only be given to students.  Student Senate will not fund for the purchase of food while off campus. 8

10. Fundraising  Student Senate encourages organizations to fundraise in order to help offset their sole reliance on Student Activities Fee support.  Fundraising money will not affect the consideration of any funding requests, with the exception of emergency allocations. 8

11. Honorariums  Honorariums are defined as a payment (monetary or gift) for a service that does not contractually require a fee.  Honorariums are made to a person for his or her service in a volunteer capacity, or for services for which fees are not required.  Honorariums can also be described as a gift or award for members of a club/organization. These will also not be funded.  Student Senate will not fund for honorariums that are not required by a contract. 8

12. “Double-dipping”  Clubs/organizations that request for or receive funding from one source (Reserved Distributions, Operational, Professional Development, Events and Activities) cannot request for or receive the same item from another source of funding. 9

13. Intended to support basic needs and purpose of a student organization Requested and funded annually (spring semester) For Registered and Recognized clubs/orgs not on probation Refer to Section IX for complete guidelines (page 10) Club and Operational Allowance 10

14. Grants to support opportunities for the acquisition of skills and knowledge that advances student’s academic or career goals. Can be requested by clubs/orgs and individual students Professional Development 11

15. Professional Development  Clubs and Organizations  Submissions: no earlier than 3 months before PD date, but no later 1 month before PD date  Must fall within club/org’s purpose or mission (from its constitution/by-laws)  Must meet one of Student Senate’s learning outcomes (page 16)  Please refer to section X in the distribution process for a full list of guidelines 11-12

16. Professional Development  Individual Students  Submissions: no earlier than 3 months before PD, no later 1 month before PD  Must not be a requirement for an academic program  Must meet one of Student Senate’s learning outcomes (page 16)  Please refer to section X in the distribution process for a full list of guidelines 13

17. The Events & Activities sponsorship fund supports a variety of extra-curricular events, activities, programs and initiatives, which intend to impact, and are open to, the entire MU student community. Can be requested by clubs/orgs and University Initiatives Events and Activities 14

18. Events and Activities  All programs and events must fall within the club/organizations constitutional purpose/mission.  Must be open to all of the student body.  Meets one or more of Student Senate’s learning outcomes (see learning outcomes, page 16).  Does not duplicate or closely relate to an event that was held by another club/organization in the same semester. 14

19. Events and Activities  Please see section XI for a full list of guidelines  We encourage clubs/organizations to collaborate with each other  Public Relations (new!): when submitting requests, you can ask for public relations expenses for that specific request  You can ask for 1% of the total event cost or $25 dollars, which ever is lower  You must ask for this in the request, it will not just be given to you 14-15

20. Awarded for unexpected 1-time expense Inadequate organizational management or planning is not a valid reason for requesting an emergency allocation. The Student Senate does not permit and will not fund deficit spending. Emergency Allocations 15

21. Appeals can only be made for operational allowances Clubs/orgs can only appeal for items that were cut due to lack of documentation, improper documentation or superfluous spending Appeals 15

22. All events, activities and professional development opportunities should fall under one of these learning outcomes Learning Outcomes 16

23. Learning Outcomes  Intellectual Growth  Effective Communication  Enhanced Self-Esteem  Realistic Self-Appraisal  Career Choices  Leadership Development  Meaningful Interpersonal Relationships  Satisfying and Productive Lifestyles  Personal and Educational Goals  Detailed examples of each can be found under section XIV (page 16) 16

24. Student Senate may grant exceptions to anything listed above as it sees fit. Exceptions must be requested when a submission is made. Exceptions 17

25. All forms for professional development, events and activities, club and operational allowances, and emergency allocations can be found under the “forms” tab at the Student Senate’s Get Involved page. https://involved.millersville.edu/organization/Stude ntSenate/availableforms Forms will be available May 1 st, 2015 Forms

26. Korbin Shearer, Student Senate VP of Finance villefinancevp@gmail.com Please Do Not Hesitate to contact me with a question. Contact Information and Questions