Memorandum #211 Guidelines for the use of Student Activities Fund

Revised: March 17, 2011; May 9, 2023
Reissued: March 17, 2011
Original Date of Issue: November 7, 1975

I. Guidelines for Apportioning Funds

A budget shall be prepared for presentation to the Board of Trustees through the President's Office apportioning funds to assure the continuance of such activities as vocal and instrumental music, various forms of dance, drama, intercollegiate and intramural athletics, the student newspaper/publications, and the literary magazines as long as there is significant student interest in these and similar activities. Funds shall also be appropriated for concerts, films, lectures and similar events which complement the cultural and academic activities of the institution. Funds shall be made available for the Student Government Association to carry out its programs and to finance the activities of recognized clubs and organizations upon Student Government Association approval of their programs and budget, or in the absence of action by a duly elected Student Government Association, approval by the administration.

Five percent of the anticipated income shall be appropriated as a contingency fund, when available. The Office of Student Engagement and the Department of Athletics may draw upon this fund for the enhancement of student activities. Any residual funds at the end of the fiscal year shall be placed in the Student Activities Reserve Fund. The approval for expenditures of funds from the contingency fund and from the Student Activities Reserve Fund will be the responsibility of the Provost and Vice President for Academic & Student Success.

All funds shall pass through the Office of Budgets and Financial Services of the College, following procedures specified by the Office of Budgets and Financial Services.

Once staff salaries and benefits, Commencement expenses, and funding of First Year Student Success Programming have been determined, the administration will attempt to allocate the remaining funds to the designated budget categories below using the following guidelines:

II. Guidelines for Using Funds

1. Overnight trips require the prior approval of the Assistant Dean of Students or the Director of Athletics and the Dean of Students. Reasonable expenses for food and lodging are acceptable. Group meals and rates should be arranged whenever possible. All travel must comply with Policy 217, Travel Authorization and Reimbursement.
2. Donations by a student organization for community or charitable purposes of any sort must come from income generated by that organization. No money appropriated by the College to clubs and organizations or the Student Government Association may be used for such donations.
3. Organizations may use any legal means to raise money to help carry out their programs. Such fundraising projects must be registered with the Office of Student Engagement at least three weeks prior to the fund-raising affair or inception of the project. The College name or identity may not be used to raise money for a specific religious, political, ethnic or social group.
4. No student, organization, advisor, coach, etc., may sign a contract obligating any student activity funds or the facilities of the College or of any student organization.
5. Contracts to be paid from student activities or athletics funds must be approved and signed in accordance with Policy 213, Contract Procedures and Authorized Signatures. The contracts must be accompanied by a detailed plan for advertising and promotion and an estimate of anticipated attendance.
6. The major consideration in selecting advisors, directors and coaches shall be their ability to provide an optimum educational experience for students in a particular activity. Compensation for these people shall be based on the professional time spent, the number of students directly involved, the extent and nature of preparation and experience. Any advisor, coach or director paid from College funds must be approved by the Director of Student Engagement or the Director of Athletics, the Dean of Students and the Provost and Vice President for Academic & Student Success.
7. No College funds shall be used to pay for appearances by public figures without the written approval of the President.
8. No College funds shall be used to pay for any appearance by any full-time employee of the College.
9. Budget appropriations of the student activities fees should be equitable disbursed to support Main Campus and Regional Center programs based on the projected enrollment numbers of each campus for each academic year. Similarly, programs and activities should be offered proportionately to daytime and evening students based on the projected enrollment numbers and course schedules. When possible, programs should be made available in a hybrid format—and recorded and posted on the College website and/or YouTube channel—for online student participation and engagement.
10. Diversity, equity and inclusion principles, student feedback, and measurable assessment outcomes must be factored into all allocation decisions for each budget category, and by each division/department or student club/organization when determining how to spend allocated funds.
11. Programs and activities funded by the student activities fees must be advertised to the general student body and campus community at least two (2) weeks prior to the event date and submitted to the events calendar in the Pride Portal.