ASI Budget AllocationProcess for Clubs and Organizations
Article I.Article I: Purpose of ASI Budget Allocation Process for CSUChannel Islands Clubs and Organizations
Section 1.01ASI has developed a budget allocation process for CI clubs and organizations as a means to increase efficiency, create a consistent ASI funding process, allow for student oversight of club/org funding, reallocate unused ASI funding back to ASI, and provide students with an opportunity to request funding in a manner that consistent with the professional world.
Section 1.02Any recognized CI club or organization may request funding through ASI. ASI is committed to providing funding on a fair, equitable, and transparent basis. Funding is limited; therefore, allocations are made based on the following criteria:
(a)Benefit to the entire student body,
(b)Reaching as many students as possible,
(c)Enhancing significant out-of-classroom cultural, social, educational, and recreational opportunities,
(d)Improving student life at CI,
(e)The ASI Budget Allocation Committee will recognize that there are worthy projects that may reach only a limited number of students, but can still benefit the entire student body.
(f)Organizations should consider thoroughly other University and private sources of funds before coming to the ASI Budget Allocation Committee. Efforts made to secure funds will be considered in the allocation process.
Article II.ASI Budget Allocation Committee for Clubs and Organizations
Section 2.01The ASI Board designates the funding allocation process to the ASI Budget Allocation Committee for Clubs and Organizations (BAC).
Section 2.02This Committee will be comprised of seven individuals, which include five students (ASI Vice Chair, fivestudentsrecommended by the ASI Chair and approved by the ASI Board, the ASI Budget Assistant, one University employee (ASI Treasurer), and for historical purposes one ex-officio ASI employee who will be non-voting (unless there is a tie). The ASI Vice Chair will serve as the BAC Chair.
Students appointed to the BAC should have the following qualifications:
Have a minimum of one year experience with club/org, entity, other organizational budgeting. Have a minimum of one year experience serving as a student leader.
Section 2.03If vacancies occur, the member will be replaced according to original placement requirement stated in Section 2.02.
Article III.Internal Controls
Section 3.01The ASI Board has a number of controls in place which allow for oversight and management of the ASI budget. The ASI Board is comprised of nine students and five Presidential appointments (three university administrators, one faculty member and one community member).The ASI Board hires an outside auditor on an annual basis to ensure ASI is practicing good financial management and has solid internal controls.
Section 3.02The BAC is empowered to make all decisions regarding the recommendations of budget allocations for CI clubs and organizations. However, if a club or organization believes procedural protocol is not followed, this organization may submit a written appeal noting alleged procedural violation to the ASI Chair.
Section 3.03All members of the BAC must sign a leadership contract denoting the expectations of the members to act in the best interest of the University and ASI.
Article IV.Funding Eligibility
Section 4.01General Requirements: All student organizations seeking funding must be recognized by the University and be open to membership to all CI students, regardless of race, color, religion, nationality, gender, national origin, age, disability, sexual orientation, economic status, marital status, veteran status, GPA or parenthood.ASI provides funding for programs, initiatives and services that seek to benefit the CI student body.
Section 4.02Athletic Organizations: The BAC shall not fund any sports club, as they receive funding from another source.
Section 4.03Academic Departmental Organizations: An academic departmental organization may be considered for funding unless any of the following apply:
(a)Students receive academic credit for membership
(b)Membership is limited to students from specific departments
(c)Organization’s primary purpose is to help students attain professional degree status
(d)Organization’s primary purpose is to help students attain an internship, scholarship or employment
(e)Organization has selective membership
Section 4.04ASI funds cannot be used for events/requests connected to academic course requirements.
Section 4.05Political Organizations: Organizations will not be considered for funding to advance any candidate or ballot issue in an off campus election, or to finance off campus lobbying or political activities of non-students.
Section 4.06Ineligible Organizations: An organization which, under these guidelines is ineligible for general operational funds may request funds from the BAC to support specific on-campus cultural, social, recreational and informational activities and events that are open to all members of the community and do not violate any of the above restrictions.
Article V.Funding Restrictions
Section 5.01No student club or organization shall assume that because the Budget Allocation Committee financially supported their activity/event in the past that they are entitled to continuing financial support. All requests must have appropriate documentation (e.g. quotes, past invoices, past event assessments, etc). Each request will be considered on a case-by-case basis. Funds for on-campus programs will be given funding priority over off-campus programs. The purpose of this provision is to enhance CI student involvement on campus.
Section 5.02Food:
(a)Food may ONLY be purchased with ASI funds in the following situations:
(i)It is part of contractual obligations.
(ii)It is a critical part of the program (the critical factors of programs are defined and assessed by the BAC on a case by case basis).
(iii)It is an important aspect of the co-curricular education of the program/event.
(iv)If a club/org meeting or retreat is scheduled to last four (4) consecutive hours or more andoverlaps the normal breakfast/lunch/dinner hour.
(v)It enhances the mission of the University.
(vi)It is open and advertised to all CI students.
(b)Food may NOT be purchased with ASI funds in the following situations:
(i)Intra-club/org events (i.e. events not effectively advertised to the student body).
(ii)When used as a promotional tool.
Section 5.03Awards and Honoraria: The BAC will fund awards/honoraria that are open for receipt to the entire student body. No gift certificates, gift cards, or items that can be readily exchanged for money will be funded by the BAC.
Section 5.04Travel and Registration: The BAC will fund travel and registration if travel:
(a)Enhances the mission of the University.
(b)Benefitsthe entire student body.
(c)Student agrees to follow all ASI travel policies including:
(i)SignUniversity/ASI Risk and Liability Waiver
(ii)Complete the Travel Authorization Form prior to travel
(iii)Provide a written summary of the trip and learning outcomes to the ASI Vice Chair within two weeks of travel being completed.
Section 5.05Ineligible Funding:
(a)ASI will not fund a requestthat does not enhance the mission of the University and ASI, as well as tie directly to the purpose of the club/org.
(b)ASI will not fund a request that is not open, advertised, and beneficialto the entire student body.
(c)ASI will not fund any equipment exceeding five hundred dollars ($500).
(d)ASI will not fund any expenditure in violation of the Operating Agreement between the Board of Trustees and ASI.
(e)ASI will not fund partisan political events, campaigns, or ballot issues.
(f)ASI will not fund material that is slanderous, libelous, or discriminatory,
(g)ASI will not fund the purchase or distribution of illegal substances, alcohol, tobacco products, or weapons or any event where any of these items are present.
(h)ASI will not fund clubs or organizations that infringe upon students’ rights or well-being.
Section 5.06No club officer, official, or member may personally derive any benefit or gain, or receive preferential treatment related to the purchase of equipment, supplies, or services for their club or organization.
Article VI.Fundraising
Section 6.01Clubs/orgs may request funds for fundraising up to $100.
Section 6.02Matching Funds: In order to increase fiscal responsibilityand to promote club/org self sufficiency; each club/org must match 10% of their allocated budget with fundraising efforts or dues. This amount must be fundraised and deposited into their on-campus accounts within the fiscal year the funds were allocated.Fiscal year is defined as July 1st- June 30th.
Section 6.03Failure to raise these funds will prohibit a club/org from receiving funding from the BAC for the next fiscal year.
Section 6.04Evaluation of Fundraising Efforts: At the end of the fiscal year, the BAC will determine the effectiveness of the club/org’s fundraising efforts through an annual report. See Article VIII for appropriate reporting method.
Article VII.Year-End Balances
Funding that is not utilized in the fiscal year will revert back to ASI reserves.
If a club or organization goes over their ASI budget, the discrepant funds will be deducted from the club’s allocation for the following fiscal year.
Article VIII.Annual Report
Section 8.01On the Friday before pre-finals week of the Spring semester, each ASI funded club/org will be expected to provide the BAC Committee withan annual report noting how their ASI funds were utilized and an assessment of each event/initiative including attendance, learning outcomes, suggestions for future similar events, and how their events/initiatives met the University and their organization mission statements.
Section 8.02In order to maintain accurate records, ASI has the right to verify all club/org account activity which includes but is not limited to profit and loss statements, price quotes, receipts, check requests and invoices.
Section 8.03Club/orgs who fail to meet this expectation will be ineligible for future funding allocations.
Article IX.Violation of Funds
A funding violation occurs when a club/org uses funds allocated by the BAC for ineligible spending described in Article V. Violations of this policy shall be determined by the BAC. The BAC Chair will notify the club/org if it is determined that a violation of the ASI Budget Allocation Process has occurred. The BAC may place sanctions on current and/or future funds (e.g. freezing current funds, suspending future funds and/or club/org reimbursement to ASI). A club/org may appeal the BAC decision using the appeal process described in Section 3.02.
Article X.Fiscal Year
Section 10.01Funds enter the recognized organization’s account at the beginning of the next fiscal year, which begins July 1st and remain in the account until June 30th of the following year and may be accessed once recognized by Student Leadership Programs.
1 / ASI Budget Allocation Process for Clubs and Organization April 18, 2011