Your Club and SGA: How to Request a B udget from the Student Government Association

1. Your Club and SGA: How to Request a Budget from the Student Government Association

2. Select the Appropriate class of your club CLASS 1 CLASS 2 CLASS 3 CLASS 4/5 CLASS 6

3. CLASS 1 - Special Interest • Class I organizations are entitled to apply for a budget and special funding • Class I organizations are open to all WPI undergraduate students • Organizations within Class I are placed into the following subcategories: • i. Professional Societies • ii. International/Diversity Organizations • iii. Hobby Interests • iv. Political/Social/Religious Groups • v. Community Outreach How to Request a Budget return to beginning

4. CLASS 2 – Club Sports • Class II organizations are entitled to apply for a budget and special funding • Organizations within Class II are placed into the following subcategories: • i. Competitive • ii. Instructional • iii. Recreational How to Request a Budget return to beginning

5. CLASS 3 - Campus Wide • Class III organizations are entitled to apply for a budget and special funding • Class III organizations are open to all WPI undergraduate students and programming for the entire undergraduate body is defined as programs which educate, entertain, and/or expose students to the arts • Organizations within Class III are placed into the following subcategories: • i. Campus Wide Programming • ii. Campus Wide Publications/Media/Services • iii. Performing Arts How to Request a Budget return to beginning

6. CLASS 4/5 – Selective Membership/Greek Life • Class IV and V organizations are entitled to apply for special funding, but not a yearly budget • Class IV organizations are open only to certain segments of the WPI undergraduate student body (honor societies, etc.). Selective membership shall be defined as any organization that may define membership based on, but not limited to, a new member education process, an initiation rite, or an academic eligibility requirement • Class V organizations are classified as a part of Greek Life by the university. For Class V organizations, open to the entire undergraduate student body shall be defined as any program which does not limit the number of attendees How to Request Special Funding return to beginning

7. CLASS 6 - Provisional • Class VI organizations are entitled to apply for special funding but not a yearly budget • Class VI organizations are all organizations recognized by the SOC who have not yet applied for reclassification • Class VI organizations may apply for reclassification between twelve and eighteen months from the date of recognition by the SOC How to Apply for Reclassification How to Request Special Funding return to beginning

8. How to Apply for Reclassification • Class VI organizations looking for reclassification may apply suing the Reclassification Form on the SGA TechSync portal • As outlined in the SGA Bylaws, SGA reserves the right to reclassify organizations and will give organizations an opportunity to appeal the decision on reclassification • To request a budget, organizations but be classified as either Class I, II, or III as outlined in the SGA bylaws How to Request Special Funding return to beginning end

9. How to Apply for a Special Funding Request (SFR) • Classified organizations may apply for special funding for Supplemental Funding, Emergency Funding, Program Funding, and Capital Funding • Applications are available on the SGA TechSync portal in the Forms section. Choose the “Special Funding Request (SFR) Form • Include a cost breakdown with line-items for your request • If the request has been selected to be heard, the organization will present their request to SGA’s Financial Board • The Financial Board will vote to approve, amend, or deny a request • Financial board also reserves the right to table requests and apply stipulations • Financial Board’s decisions are not final until they are approved in the following SGA Senate Meeting How to Request a Budget: the OCFC Process return to beginning end

10. How to Request a Budget: the OCFC process • The “Organizational Class Finance Committees” (OCFC) are committees comprised of club representatives that approve budgets for Class I, II and III organizations • Class I and II are composed of 8 representatives chosen at random • For Class III, 1 representative is chosen from each respective club • If a representative fails to attend meetings, 5% is automatically deducted from their budget Overview of the OCFC Timeline return to beginning end

11. Overview of the OCFC Timeline • Attend one of the three mandatory Budget Workshops in B-Term • Nominate your organization’s OCFC Representative • Submit completed Budget Packet through TechSync • Submit Totals Sheets • Attend OCFC Budget Meetings held in C-Term • Appeals Process Budgeting Timeline for FY14 return to beginning end

12. Budgeting Timeline for FY14 Budget Excel Files Released Monday, October 29th, 2012 Will be Posted on TechSync under “Files” OCFC Representative Nominees Due By: 5:00 PM on Tuesday, November 20th , 2012 Email to class1@wpi.edu, class2@wpi.edu, or class3@wpi.edu depending on your club’s class. If you don’t know your club’s class refer to TechSync or email appropchair@wpi.edu Budget Workshop Dates Wednesday, September 19th, 2012, 7:00 PM – 9:00 PM in Lower Flaud Monday, October 29th, 7:00 PM-9:00 PM in Higgins Labs 230 Wednesday November 7th, 7:00 PM-9:00 PM in Higgins Labs 230 Monday November 12th, 7:00 PM-9:00 PM in Atwater Kent 116 Budgeting Timeline for FY14 continued return to beginning end

13. Budgeting Timeline for FY14 continued Budget Packets Due Due By: 5:00PM on Friday, December 7th, 2012 Submit File in TechSync under Forms Signed Totals Sheets Due Due By: 5:00 PM on Thursday, December 13th, 2012 Printed and Signed by Advisor (Ann McCarron if Club Sport). Place in SGA box in the SAO Office or in Treasurer’s Box in the SGA Office 5% Appeals Process return to beginning end

14. 5% Appeals Process • If your requested budget for FY14 exceeds 105% of the previous year’s budget, then your organizations must go through the 5% Appeals Process • This includes organizations that had a budget of $0 in the previous year • To apply for a 5% Appeal, your organization must submit your proposed budget in the 105% Appeals TechSync Form • The request will be heard by the Appeals Committee Timeline of the 5% Appeals Process return to beginning end

15. Timeline of the 5% Appeals Process ~105% Appeals Option~ Due By: 5:00 PM on Friday, November 23rd, 2012 Budget Packet must be submitted and 105% Appeals TechSync Form Completed ~5% Appeals Committee Hearing~ Monday, November 26th, 2012, 6:00PM – 9:00PM Campus Center Chairman’s Room Notification of Appeals Decisions 5:00PM on Friday, November 30th, 2012 Emails will go out to clubs who appealed Budgeting Guidelines and General Information return to beginning end

16. Budgeting Guidelines and General Information • Clubs may budget for $150 in food meetings per year ($75 per semester) • Clubs may budget for up to ½ of the total cost of club t-shirts (maximum of $25 each) • Playoffs cannot be budgeted for (but may be SFRed for if the organization qualifies) • SGA provides $20 for SGA sponsored/budgeted events, and this does not need to be included in budget requests • The greater details provided in line-items in budgets and requests, the better • If you do not submit a budget on time, you will not receive a budget • If your requested budget exceeds 105% or you currently have a budget of $0, you must pass the %5 Appeals Process • If you want something in your budget, it must have been in the previous fiscal years budget or must pass as a SFR SGA Contact Info return to beginning end

17. SGA Contact Info • You are now ready to develop and propose your budget for FY14! • If you have any questions, contact SGA, we are here to help! • Committee on Appropriations: SGAapprop@wpi.edu • Committee on Fiscal Responsibility and Assistance: SGAcfra@wpi.edu • SGA Treasurer: SGAtreasurer@wpi.edu • Class I Treasurer: class1@wpi.edu • Class II Treasurer: class2@wpi.edu • Class III Treasurer: class3@wpi.edu • TechSync: wpi.edu/+techsync return to beginning end