Missouri S&T Student Council

1. The purpose of the Campus Events Fund is to help organizations sponsor campus events.
2. Organization and event eligibility:
   1. A university-recognized organization may apply for funds.
   2. Existing organizations receiving Student Activity Fees may only receive money for events not already appropriated in their Student Activity Fee Budget.
   3. Organizations applying for funding must show that 30% of the amount required has been raised by their organization independent of Campus Event Funds.
   4. Organizations must submit an estimate as to number of participants in the event, including members and non-members of the organization.
   5. A recurring campus-wide event held once a year
   6. Must have occurred in the year directly prior to the request
   7. Must be open to all students
   8. Must be held on university property if at all possible
3. The Committee shall advertise the Campus Events Fund and the application process throughout the year. The Committee shall be responsible for receiving and reviewing any requests.
4. To be considered for funding, organizations must complete the Campus Events application and return it to the External Funding Committee at least sixty (60) days prior to the event.
   1. The Committee shall review all applications and records and shall submit its recommendations to the Student Council Executive Board within twenty (20) days during the fall and spring semesters of the submittal of the application.
   2. For events occurring during the first sixty (60) days of a semester, applications must be submitted to the External Funding Committee during the semester (fall or spring) prior to the event. The applications must be received by the External Funding Committee no later than forty (40) days before the end of the semester. The External Funding Committee must then review the application and submit their recommendation to the Student Council Executive Board by the second to last Student Council Executive Board meeting of the prior semester
   3. A representative from the organization must meet with the Committee prior to the Committee’s recommendation to the Student Council Executive Board during a mutually agreeable time to be eligible for funding. A representative of the requesting organization shall be expected to answer questions about the applications at the meeting with the External Funding Committee.
   4. Student Council shall consider the requests at a General Student Council meeting.
5. The main motion to approve the recommendations of the External Funding Committee requires a two-thirds (2/3)-majority vote of Student Council and is not divisible.
6. Organizations approved for Campus Event Funding shall follow the following procedure:
   1. A representative of the organization shall meet with a representative of the Office of Student Activities to make arrangements for the use of the appropriated funds within 30 days of the Campus Events’ approval. The Administrative Associate shall inform the organization as to the Current University regulations concerning the method of spending the funds.
   2. If the amount of purchase is greater than the amount approved for that purchase, the difference, up to ten percent of the amount approved, would also be paid from the Campus Events Fund. If the amount of purchase is less than the quote accepted, the difference shall immediately revert back to the Campus Events Fund.
7. All campus-wide publicity for programming, sponsored in part or in whole by the campus events fund, must acknowledge the Student Council support. Organizations, which receive money for programming, must state, "Sponsored by Student Council - Campus Events Fund" on all campus-wide publicity.
8. If an expenditure for an event needs to be changed which was appropriated money from Student Council, another expenditure may be substituted with a two-thirds (2/3) approval of the Student Activity Finance Board. Any substituted expenditure must be for the same event for which the money was originally appropriated.
9. Student Council reserves the right to revoke any appropriations at any time prior to the expense for which the money was approved. This action requires a three-fourths (3/4) vote of Council. The money revoked shall be unusable until the end of the semester, when it shall revert back to the Campus Events Fund.
10. If an organization decides that it no longer needs items or funding through the Campus Events Fund, ownership shall revert back to the Campus Events Fund account. The External Funding Committee may dispose of these items and funds as they see fit, with all proceeds to sales of these items going to the Campus Events Fund.
11. When making their recommendations for Campus Events Funds, the External Funding Committee shall take these items into account:
    1. The scope and necessity of the service that the organization provides to the campus as a whole. How many Missouri University of Science & Technology students shall benefit per dollar spent? Requests that benefit the entire campus shall be given first priority.
    2. Is the item beyond the organization's budget resources? What alternatives does the organization have if it does not receive funding?
    3. How shall the funding be used by the organization? How shall the requested funds help the organization achieve their goals at the current time and in the future?
    4. How much funding has the organization received from Student Council in the past five years, and how have they used that funding?
    5. How much money has the organization tried to raise from other sources (fund raising, dues, donations)?
    6. For equipment requests, how available is the requested equipment from a department on campus, another campus organization, or in the surrounding area? What percentage of the total cost is the organization funding? Organizations that are providing matching funds shall be given priority based on the percentage of the total cost that they are funding.
    7. All decisions shall follow the Missouri University of Science & Technology Discrimination Policy.
    8. How does your organization plan to advertise to the student body as a whole?
12. The following are not to be funded:
    1. Any expense judged to be the responsibility of a University department or of individual members of the organization including but not limited to conventions, trips, and food/refreshments for regular meetings.
    2. Deficits incurred by the organization
    3. Any expenses incurred prior to the approval of funding
    4. The purchase of alcohol
    5. Off-campus activities if adequate facilities are available on campus
    6. Any requests for computer software, computers, or components thereof
    7. Professional Projects or Non-Varsity Sports

        

Club Appropriations Fund

1. The purpose of the Club Appropriations Fund are to help new organizations get started and to help existing organizations fund programs and/or equipment, that would normally be beyond their budget resources.
2. Organization’s eligibility:
   1. New recognized student organizations may receive funds. For these purposes, a group becomes a new organization when Academic Council approves its proposed constitution. It may request funds as a new organization at the first two set appropriation periods following this approval, or by special consideration approved by the Student Activity Finance Board.
   2. All University-recognized organizations, excluding university-approved housing, may receive funds. Existing organizations receiving Student Activity Fees may only receive money for equipment for which money has not already been appropriated by Student Activity Fees.
   3. No organization may receive SAFB funding for three consecutive semesters, excluding Student Activity Fees.
3. The Committee shall advertise the Club Appropriations Fund and the application deadline at the beginning of each semester for a minimum of two weeks prior to the application deadline. The Committee shall be responsible for receiving and reviewing any requests. The Committee shall review all applications and records and shall submit its recommendations to the Student Council Executive Board no later than the third Student Council Executive Board meeting of each academic semester.
4. Equipment approved by Student Council through the club appropriations for an organization must be a one-time purchase lasting for at least three years, have a permanent on-campus storage place, and be used by the organization to achieve their mission. The lowest price quote must be accepted for equipment requests unless the requesting organization can show just cause to accept another quote.
   
   1. The organization must provide a minimum of two price quotes for each piece of equipment that the organization is requesting.
5. To be considered for funding, organizations must complete the Club Appropriations Fund application and submit it to the External Funding Committee by the deadline stated on the application.
   1. Requests turned in after the deadline but before the third Student Council Executive Board meeting of the semester shall not be accepted unless excused prior to the deadline by the External Funding Committee.
   2. A representative from the organization must meet with the Committee prior to the Committee’s recommendation to the Student Council Executive Board, either during the regularly scheduled interviews or at another mutually agreeable time, to be eligible for funding. A representative of the requesting organization shall be expected to answer questions about the applications at the meeting with the External Funding Committee.
   3. Student Council shall consider the requests at one General Student Council meeting each semester.
6. The maximum amount approved for any one organization during an academic semester shall not exceed 30 percent of the semester starting balance of the Club Appropriations Fund for that academic semester, nor may any organization receive more than the lower limit of the Equipment and Contingency Fund during an academic year from this fund.
7. The main motion to approve the recommendations of the External Funding Committee requires a two-thirds (2/3) majority vote of Student Council and is not divisible.
8. Organizations approved for Club Appropriations Funding shall follow the following procedure:
   1. A representative of the organization shall meet with a representative of the Office of Student Activities to make arrangements for the use of the appropriated funds within 30 days of the Club Appropriations' approval. The Administrative Associate shall inform the organization as to the current University regulations concerning the method of spending the funds.
   2. If the amount of purchase is greater than the amount approved for that purchase, the difference, up to ten percent of the amount approved, shall also be paid from the Equipment and Contingency Fund. If the amount of purchase is less than the quote accepted, the difference shall immediately revert back to the Club Appropriations Fund.
   3. Organizations must spend the funds within the semester they were approved, or the funds become unusable to the organization.
9. All campus-wide publicity for programming sponsored in part or in whole by club appropriations must acknowledge the Student Council support. Organizations which receive money for programming must state, "Student Council - Club Appropriations Funded Program" on all campus-wide publicity.
10. If an expenditure is canceled which was appropriated money, another expenditure may be substituted with a two-thirds (2/3) approval of the External Funding Committee. Any substituted events must take place during the semester for which the money was originally appropriated.
11. Student Council reserves the right to revoke any appropriations at any time prior to the expense for which the money was approved. This action requires a three-fourths (3/4) vote of Council. The money revoked shall be unusable until the end of the semester, when it shall revert back to the Club Appropriations Fund.
12. If an organization decides that it no longer needs equipment purchased through the Club Appropriations Fund, ownership shall revert back to the Club Appropriations Fund account. The External Funding Committee may dispose of these items as they see fit, with all proceeds to sales of these items going to the Club Appropriations Fund.
13. When making their recommendations each semester for club appropriations, eight items shall be taken into account by the External Funding Committee:
    1. New organizations shall be given priority in funding and may receive money for operational costs, equipment and programming. Only new organizations may receive funds for operational expenses.
    2. The scope and necessity of the service that the organization provides to the campus as a whole. How many Missouri University of Science & Technology students shall benefit per dollar spent? Requests that benefit the entire campus shall be given first priority.
    3. Is the item being requested beyond the organization's budget resources? What alternatives does the organization have if it does not receive funding?
    4. How shall the funding be used by the organization? How shall the requested funds help the organization achieve their goals at the current time and in the future?
    5. How much funding has the organization received from Student Council in the past five years, and how have they used that funding?
    6. How much money has the organization tried to raise from other sources (fund raising, dues, donations)? New organizations are not required to have other sources.
    7. For equipment requests, how available is the requested equipment from a department on campus, another campus organization, or in the surrounding area? What percentage of the total cost is the organization funding? Organizations that are providing matching funds shall be given priority based on the percentage of the total cost that they are funding.
14. The following are not to be funded:
    1. Any expense judged to be the responsibility of a University department or of individual members of the organization including but not limited to: conventions, trips, and food/refreshments for regular meetings.
    2. Deficits incurred by the organization.
    3. Any expenses incurred prior to the approval of funding, except that new organizations may apply for funds for expenses incurred or commitments made during the current semester.
    4. The purchase of alcohol.
    5. Off-campus activities if adequate facilities are available on campus.
    6. Any requests for computer software, computers, or components thereof.
    7. Professional Projects, Non-Varsity Sports, or recurring campus-wide events.

        

Non-Varsity Sports Fund

1. During the winter semester, the External Funding Committee Director shall generate a list of organizations that shall be recognized as Non-Varsity Sports for the following fall semester. This is to be approved by a two-third (2/3) majority vote of Student Council. When approved, it is to be posted on the Student Council website.
2. The Committee shall advertise the Non-Varsity Sports Fund and the application deadline at the beginning of the fall semester for a minimum of two weeks prior to the application deadline. The Committee shall be responsible for receiving and reviewing any requests. The Committee shall review all applications and records and shall submit its recommendations to the Student Council Executive Board no later than the third Student Council Executive Board meeting of the fall semester.
3. Each Non-Varsity Sport shall supply the following to the Student Activity Finance Board when turning in the Non-Varsity Sports Fund application in the fall of each year:
   1. A copy of the previous year’s (August to August) budget and actual expenditures,
   2. The number of members in the organization for the previous four years,
   3. A copy of the current year's budget (August to August) including all sources of income and all expected expenditures; this budget shall be signed by the designated fiscal agent(s) and president of the Non-Varsity Sport and the faculty advisor of that sport and shall include the addresses and phone numbers of each, and
   4. A summary of the previous year's activity, including all competitions and similar activities.
4. Non-Varsity Sports may not have Off-Campus accounts and shall only transfer funds through a University account.
5. In the early fall semester, the External Funding Committee shall meet with the Non-Varsity Sports in preparing their budgets.
6. Funds for Non-Varsity Sports shall come from the Non-Varsity Sport Fund of the Student Activity Fee.
7. To be considered for funding, organizations must complete the Non-Varsity Sports Fund application and submit it to the External Funding Committee by the deadline stated on the application.
   1. Requests turned in after the deadline but before the third Student Council Executive Board meeting of the fall semester shall not be accepted unless excused prior to the deadline by the External Funding Committee.
   2. A representative from the organization must meet with the Committee prior to the Committee’s recommendation to the Student Council Executive Board, either during the regularly scheduled interviews or at another mutually agreeable time, to be eligible for funding. A representative of the requesting organization shall be expected to answer questions about the applications at the meeting with the External Funding Committee.
   3. Student Council shall consider the requests at one General Student Council meeting in the fall semester.
8. These Non-Varsity Sport appropriations shall be for the entire academic year, although half of the funds may not be available until spring semester Activity Fees are paid.
9. The External Funding Committee shall meet with the Non-Varsity Sports during the fall to determine their plans for the following academic year. Knowing these projections, the External Funding Committee shall make a budget for Non-Varsity Sports Student Activity Fee adjustment recommendations for the following academic year. The Director of the External Funding Committee shall present this budget to the Student Activity Finance Board during the Student Activity Fee process.
10. Funds from the Non-Varsity Sports Fund must be spent within one year of the date approved, or the funds become unusable to the Non-Varsity Sport.

     

Professional Projects Fund

1. During the winter semester, the External Funding Committee Director shall generate a list of organizations that shall be recognized as Professional Projects for the following fall semester. This is to be approved by a two-third (2/3) majority vote of Student Council. When approved, it is to be posted on the Student Council website.
2. The Committee shall advertise the Professional Projects Fund and the application deadline at the beginning of the fall semester for a minimum of two weeks prior to the application deadline. The Committee shall be responsible for receiving and reviewing any requests. The Committee shall review all applications and records and shall submit its recommendations to the Student Council Executive Board no later than the third Executive Board meeting of the fall semester.
3. Each Professional Project Group shall supply the following to the Student Activity Finance Board when turning in the Professional Projects application in the fall of each year:
   1. A copy of the previous year’s (August to August) budget and actual expenditures,
   2. The number of members in the organization the previous four years,
   3. A copy of the current year's budget including all sources of income, expected income, and all expected expenditures; this budget shall be signed by the designated fiscal agent(s) and president of the Professional Project Group and the faculty advisor of that group and shall include the addresses and phone numbers of each, and
   4. A summary of the previous year's activity, including all competitions and similar activities.
4. Professional Project groups may not have Off-campus accounts and shall only transfer funds through a University account.
   1. Each professional project group may request up to 50% of their expenses from the Professional Projects Fund.
5. In the early fall semester, the External Funding Committee shall meet with the Professional Project group in preparing their budgets.
6. Funds for Professional Project appropriations shall come from the Professional Projects Fund of the Student Activity Fee.
   1. If equipment for which money was appropriated is not purchased, other equipment or events can be substituted with a two-thirds (2/3) approval of the External Funding Committee. Any substituted equipment or events must take place during the calendar year for which the money was originally appropriated.
7. To be considered for funding, organizations must complete the Professional Projects Fund application and submit it to the External Funding Committee by the deadline stated on the application.
   1. Requests turned in after the deadline but before the third Student Council Executive Board meeting of the fall semester shall not be accepted unless excused prior to the deadline by the External Funding Committee.
   2. A representative from the organization must meet with the Committee prior to the Committee’s recommendation to the Student Council Executive Board, either during the regularly scheduled interviews or at another mutually agreeable time, to be eligible for funding. A representative of the requesting organization shall be expected to answer questions about the applications at the meeting with the External Funding Committee.
   3. Student Council shall consider the requests at one General Student Council meeting in the fall semester.
8. These Professional Projects appropriations shall be for the entire year, although half of the funds may not be available until spring semester Activity Fees are paid.
9. The External Funding Committee shall meet with the Professional Project groups during the fall to determine their plans for the following academic year. Knowing these projections, the External Funding Committee shall make a budget for Professional Project Student Activity Fee adjustment recommendations for the following academic year. The Director of the External Funding Committee shall present this budget to the Student Activity Finance Board during the Student Activity Fee process.
10. Equipment approved by Student Council through the External Funding Committee must have an on-campus storage place, and be used by the organization to achieve their mission. The lowest price quote must be accepted for equipment requests unless the requesting organization can show just cause to accept another quote.
    1. The organization must provide at minimum two price quotes for each piece of equipment that the organization is requesting.
11. Any professional project or group of professional projects may request money to be set aside for a piece of equipment needed by the organization(s). The total cost of this item must be less than the amount required in the Equipment and Contingency Fund. This money shall roll over to the following year, at which time it may be added to.
    1. The amount set aside cannot exceed the amount originally proposed for the total cost of the equipment, and must be used for the item that the funds were originally set aside for, unless all organizations involved in requesting money agree to change the item, the SAFB votes by two-thirds (2/3) majority to change it, and Student Council approves the change.
    2. If the rollover line item is not added to or spent in three years, the money may be put back into the Professional Projects Fund by a two-thirds (2/3) vote of SAFB.
12. Funds from Professional Projects Fund must be spent within the year they were approved, or the funds become unusable to the Professional Project group with exception of funds specifically requested to be set aside for larger purchases.