Allocable Fee Appropriation Board

1. Allocable Fee Appropriation Board Funding Policies, Procedures, and Priorities Annual & Single Event Budget Training October 13 & 14, 2010

2. Definitions “Event” refers to any occurrence either on or off campus that is organized and/or put on by a recognized student organization. “Recognized Student Organizations (RSO’s)” refers to a group of individual members that have followed all policies and procedures to become official student organizations and have obtained approval from the AFAB. They are subject to rules outlined by SASS By-Laws, which state that RSO’s must have a: 1. Five student member minimum with an advisor. 2. Mission Statement that reflects their mission to campus. 3. Constitution that states the rules that the organization will be governed by including how they will function. “Funding” refers to any distribution of the allocable portion of the Segregated University Fees (SUF). “Single Event Funding” refers to funding that can be applied for on a one-time event basis. One RSO may apply for a maximum of 3 times per semester. “Budget Request” refers to any request by a RSO for funding.

3. Remember, the deadline to submit an Annual Budget Request is 12:00pm November 24, 2010 Failure to do so will result in an automatic

4. Budget Timeline: Mid October: Recognized Student Organization Training for Annual / Single Event Budget Request procedures Mid November: Annual Budget Requests Due Late November / Early December: Budget Hearings for organizations Late January / Early February: AFAB budget deliberation Mid February: Initial budget request to Senate, appeals process Early March: Secondary AFAB budget deliberation (if necessary), request to Senate Mid/Late March: Provided budget is passed through Senate, official allocations letters sent to organizations Early April: Summer Funding Process August 2011: Money transferred into respective accounts

5. Annual Budget Requests • Your organization must: • Fill out and submit an official application (available on OrgSyncunder AFAB) • Answer all questions • Itemize all monies requested on Excel sheet within form • Briefly justify your requests for monies • Have obtained recognized student organization status for at least one semester before funding is given • Delegate at least one (max 3) representative to attend a budget hearing with AFAB • Will be given no more than two chances to do so • Faculty advisor is strongly recommended to attend to answer questions should the need arise, but cannot give presentations 2011-2012 Annual Budget Request Form

6. Items Eligible for Funding • -Policies of F50, UW System Financial Policy Paper & Student Senate By-Laws • Operations, activities and programs by recognized student organizations • Concerts & lectures • Athletic & Intramural support (over the 3-year budget) • Student Health Services (over current module) • Operating/Overhead costs of • Student Government • University Newspaper, Radio, or Television • Support for University personnel hired (with stipulations) • Cost of leasing Non-University facilities (with stipulations) • Cost of contractual services that benefit all students (with stipulations) • Items Not Eligible for Funding • Academic credit-producing activities • Student services considered “essential to basic mission of the University” • Personal food or advisor expenses • *For complete policies, see the AFAB’s website: www.uwrf.edu/studentsenate/allocablefeesappropriationboard.cfm • or visit us on OrgSync.

7. 2010-2011 AFAB Priorities: • Level of student inclusivity • Promotion of the University • Engagement in the Community • Automatic Denial if: • Application is submitted after 12:00pm, November 24, 2010 • Application is incomplete, inaccurate, or filled out by a nonstudent • At least one representative fails to show to budget hearings • Organization require any monetary dues to obtain membership or exclude students by process of audition or standard performance requirements (academic standings)

8. Good Example Welcome Back Picnic: Grill-out at Glenn Park before fall semester begins; a time to celebrate the summer and get our members on the same page regarding events for the semester. New students are welcome to attend. New Student Outreach: During the first couple weeks of fall semester, we host activities such as a River Falls scavenger hunt, a summer snowball fight, and a movie and pizza night. The scope of our activities includes about 160 UWRF students. Christmas Banquet: A semi-formal dinner, speaker, drama, and Christmas carols open to the entire student body. For several years, we have held the Christmas banquet in the basement of Luther Memorial Church. In the past two years, we have exceeded the space available there (175 attendees). Therefore, we would like to move this event into the UC Ballroom. An increasing number of international students have been attending this event.

9. Bad Example Welcome Back Picnic ($150): Grill-out and activities just because. Party!!! New Student Outreach ($165): Pizza, movies, and games. Christmas Banquet ($270): Food, decorations, we’ll be inviting everyone on campus: it’ll be fun. Probably get like 3,000 some students.

10. Single Event Funding 1.) The requesting organization must contribute a minimum or 50% of total travel (defined as registration fees, transportation and lodging) costs. 2.) AFAB only funds a maximum of $1500 or 3 total events (whichever comes first) per student organization per academic year. 3.) Representatives from the traveling group are strongly advised to appear at an AFAB meeting before the event/activity to present justification as to why a request is desired and what sort of things will be attained that will benefit those students, their organization and campus. A follow-up meeting may be requested by the AFAB with the traveling group after the event/ activity to see if these were attained. 4.) Submit funding requests at least 30 days before your event (unless special circumstances warrant exceptions). 5.) Organizations requesting funding for more than one event must submit separate Single Event funding request forms for each event. If the same organization has more than one funding request under consideration at one time, the organization will prioritize these requests.

11. Appeals (Single and Annual) • Appeals need to be made before the budget passes through the Senate. This gives organizations approximately 2-4 weeks after they are notified to appeal the decision. Appeals process is as follows: • Appeals must be submitted to the AFAB Chair in writing. • Appeals must summarize the amount requested, the amount granted, and what the RSO feels is justification of why they should receive funding not approved by the AFAB. • The Chair and Vice-Chair of AFAB as well as the President of SASS must agree unanimously on whether or not to hear the complaint as a board. If no consensus can be formed, the appealing RSO may carry out the appeals process via the Ethics Committee. • If the three parties agree, the appeal will be brought to the AFAB and follow the procedures listed above for budget hearings. • To revise the amount of funding originally granted to an RSO will require a 2/3 majority vote of the AFAB. • All appeals must be carried out and voted on prior to the final revised budget being brought before SASS for approval.

12. If you have any questions, please ask them now This presentation will be available at the AFAB’s OrgSync site Feel free to contact jordan.harshman@uwrf.edu if you have any questions you think about later Remember, budgets will be due at 12:00pm November 24, 2010 at the Involvement Center Desk as well as electronically to matthew.levine@uwrf.edu