allocations

RSO Orientation: Allocations training Student Activities and Greek Affairs SGLC Allocations Committee

Training topics:

STUDENT

ACTIVITIES

FUND

(SAF)

what is SAF? what can be funded by SAF? How to request SAF funds

ALLOCATIONS

COMMITTEE

who serves on the committee? what is the role of the committee?

ALLOCATIONS

PROCESS

Budget requests, hearings, allocations decisions Budget appeals process

Where does the Student Activities Fund (SAF) come from?

LOYOLA STUDENT TUITION

STUDENT DEVELOPMENT FEE

SAF

LOYOLA SHUTTLES

STUDENT SERVICES

TGIF

What does the SAF fund?

African Student Alliance Fashion Show

Colleges Against Cancer Relay for Life

RSO Events funded by SAF

Karate Club Self Defense Seminar

Loyolathon

Hillel Shabbat Dinner

Nintendo Club Mario Kart Tournament

How to Request SAF Funds Semester Budget Request

&

Funding requests for events in upcoming semester No limit to the number of events you can request Fall Semester Deadline: Early April Spring Semester Deadline: Early November

SPOT Budget Request

"on the spot" funding for events within the semester Two SPOT cycles per semester Request limit: Two events per SPOT cycle, and/or < $20,000 total Fall Semester Deadline: September & October Spring Semester Deadline: January & February

Requirements for SAF Funding All

requests

for

SAF

Funding

must

meet

the

following

requirements:

Program must be planned for ALL Loyola University Chicago Undergraduate Students Program must appropriately meet mission & goals of the requesting organization Budget Request must be submitted by the applicable deadlines Budget request must include all required documentation Program must occur before the last day of class during the applicable funding semester Events can only occur when classes are in session. Events can not occur over universirty breaks, holidays, or finals.

Non-fundable Events & items FOR

A

COMPLETE

LIST

PG.

33

OF IN

NON-FUNDABLE

THE

RSO

ITEMS

PLEASE

HANDBOOK

Events exclusive to organization membership Reusable items Plastic Water Bottles Tax General Body Meetings Past events expenses Expidited shipping & handling

SEE

Documentation Do's & Don'ts FOR

A

COMPLETE PLEASE

LIST

SEE

OF

PG.

APPROPROATE OF

THE

Do

RSO

DOCUMENTATION

HANDBOOK

Don't

Deduct tax

Provide only website hyperlinks

Provide clear images and screenshots

Provide website wish-lists

Label items clearly

Round the total

Submit one request per event (even if

Forget to label documentation

collaborating with other organizations) Provide exact total amount

List each item being requested as individual line items Forget to show to/from lines/signatures in e-mail documentation

Role of the Allocations Committee THE

ALLOCATIONS STUDENT

COMMITTEE

GOVERNMENT

IS

COMPOSTED

LOYOLA

OF

CHICAGO

MEMBERS (SGLC)

Committee members are expected to: Maintain ethical decision making Remain objective and non-biased Demonstrate cultural competence Demonstrate respect for others Be throughly prepared by becoming familiar with All SAF policies and guidelines All budget request submissions Manage and respond to organization emails in a timely manner

FROM

Allocations Process Step by Step 1. SUBMIT

2.

ENSURE

REQUEST

3.

IS

SUBMITTED

REQUEST

RSO

events

Verify

that

all

DECISION

COMMITTEE

LETTERS

SENT

REQUEST

BY

REVIEWED

that

BY

meet

to

ATTENDS

MAKES

THE

LUCOMMUNITY

learn

INFORMED

DEADLINES

ALLOCATIONS

funding is

more

OPTIONAL

WEDNESDAY

ON

APPLICABLE

documentation

questions

REPRESENTATIVE

5.

6.

IS

Verify

Develop

4.

BUDGET

COMMITTEE

criteria provided about

BUDGET

BUDGET

FOLLOWING

budget

requests

HEARING

DECISIONS

BUDGET

HEARINGS

Budget Appeals Process FOLLOWING

THE

ALLOCATIONS APPEAL

PROCESS

THE

RSO'S

MAY

CHOOSE

TO

DECISION

Appealing organization must submit sppeal petition on LUCommunity within 5 days of receiving allocations decision appeal deadlines can be found on the SAGA Website Appeal petition must include rational for the appeal, a copy of the original budget request, and original supporting documentation Appeal petitions may NOT include fundamental changes to the original budget proposal (i.e.- including new documentation or requested amounts)

Grounds for Budget Appeal IN

ORDER MEET

FOR

ONE

AN

OF

APPEAL

THE

TO

RECEIVE

FOLLOWING

A

HEARING

GROUNDS

FOR

IT

AN

NEEDS

TOÂ

APPEAL:

1. PROCEDURAL ERROR: The RSO must prove that the allocations committee failed to adhere to their own guidelines [Ex: The committee failed to invite the RSO to an optional budget hearing]

2. LINE ITEM APPEAL The RSO must prove that a reduction in funding on a partical line item prohibits them from hosting and upholding the mission of the event [Ex: The committee reduced or cut the honorarium line item for a speaker engagement event]

SGLC Appeal Hearing Procedures THE

FOLLOWING

PROCEDURES

MEMBERS

1.

TO

2.

DETERMINE

ALLOCATIONS COMMITTEES

THE

RSO

CHAIR

RATIONAL

SENATE

ORÂ THE

DETERMINES

LINE

ITEM

IN

SENATE

ORIGINAL

DECIDES

FUNDING

AN

APPEAL

EXPLAINS

TO

WILL

QUESTION THE

WHETHER

DECISION

THE

BY

SGLC

SENATE

DECISION

TO

SENATE

FUNDING

PRESENT

THE

DECISION

THEIR

APPEAL

SENATE

WHETHER

OF

4.

FOLLOWED

BEHIND

REPRESENTATIVE CASE

3.

ARE

IS

A

POLICY

INTEGRAL

WAS TO

BREACHED

THE

MISSION

EVENT

TO OR

FULL

UPHOLD FUND

THE

THE

COMMITTEES

RSO

REQUEST

IN

Questions?

Feel free to contact us!

Chelsea Pratts

Allocations Committee

SAGA

SGLC

Cpratts@luc.edu

Allocations@luc.edu