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Student Organizations
ASUCH Funding Regulations, proposed amendments
Posted by ASUCH President on Feb 12, 2004, 00:36
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(Amendments proposed November 2003, see adopted version)
In accordance with the ASUCH Constitution and Bylaws, and the policies of the University of California, Hastings College of the Law, regulations governing the areas of ASUCH budget and finance are as follows.
REGULATION 1.0 AUTHORITY AND PROCESS
1.010 General Council. Authorization of student funds requires the majority approval of the ASUCH General Council.
1.020 Submission to the Treasurer. All budget requests authorizing student funds shall be submitted to the ASUCH Treasurer as chair of the Finance Committee.
1.030 Finance Committee Referral. The budget requests shall be referred to the appropriate ASUCH Finance Subcommittee by the Finance Committee.
1.040 Finance Committee. The Finance Committee shall be chaired by the ASUCH Treasurer and composed of three 3Ls, three 2Ls, and two 1Ls. The ASUCH President and Treasurer appoint Finance Committee Members.
1.040 Subcommittees. The ASUCH Treasurer shall create subcommittees to review funding requests. The subcommittees are as follows: ASUCH Administration, Existing Student Organizations, and New Student Organizations
1.041 Subcommittee Chairs. The subcommittees shall be chaired by 2Ls or 3Ls, and appointed by the ASUCH Treasurer. Subcommittee assignments shall be determined by the ASUCH Treasurer. The ASUCH President appoints Finance Committee Members.
1.042 ASUCH Administration. The ASUCH Administration Subcommittee shall review all funding requests submitted by the ASUCH Executive Board, and for ASUCH-sponsored events or programs.
1.043 Existing Student Organizations. The Existing Student Organizations Subcommittee shall review all funding requests submitted by student organizations that have been active at Hastings for over five years or determined at the discretion of the ASUCH Treasurer.
1.044 New Student Organizations. The New Student Organizations Subcommittee shall review all funding request submitted by student organization that have been active at Hastings for less than five years or determined at the discretion of the ASUCH Treasurer.
1.050 Finance Committee Review. The Subcommittees Finance Committee shall hear all requests and receive testimony from student organizations and or ASUCH Executive Board Members requesting funds. The subcommittee chairs shall submit their budgets to the Treasurer no later than 2 calendar days prior to the General Council meeting where the final budget will be debated and approved. The Finance Committee shall then approve a budget to submit to the General Council for final approval at the regular second ASUCH General Council meeting of the semester on or before September 10th/January 25th. The Treasurer has the discretion to adjust the budget the Finance Committee has agreed upon before submission to the General Council. If the Finance Committee members do not agree with the Treasurer's final decision when presented to the General Council, they may make a motion to amend based upon rational objections.
1.060 General Council Approval. The Treasurer, as representative of the Finance Committee, shall present a proposed budget to the General Council in the form of a resolution. In accordance with ASUCH Bylaws, conflicts of interest of members of the finance committee shall be noted in the proposed budget resolution. The General Council shall debate the Finance Committee's proposed budget resolution. Budget authorization requires majority approval of the General Council.
REGULATION 2.0 FISCAL CALENDAR AND TIMELINE
2.010 Fiscal Calendar. Budget authorization process conducted by the Finance Committee referenced in Regulation 1.0 shall occur twice a year, once in the Fall Semester and once in Spring Semester.
2.011 Emergency Allocations. Emergency allocations may be considered during the year.
2.020 Fall Authorization. The authorization in the Fall Semester shall include budget expenditures during the period beginning September 15th and ending January 31 of the following Spring Semester. The General Council shall hear and approve the Fall Authorization no later than September 10th the second General Council meeting of the semester.
2.030 Spring Authorization. The authorization in the Spring Semester shall include budget expenditures during the period beginning February 1st of the Spring Semester and ending September 14th of the following Fall Semester. The General Council shall hear and approve the Spring Authorization no later than January 25th the second General Council meeting of the semester.
2.031 Fall and Spring Authorization Review. The Finance Committee shall review all budget requests for the previous Fiscal Term in accordance with ASUCH Funding Regulation 1.0. During this process, ASUCH officials and student organizations shall testify as to expenditures during the previous Fiscal Term. This review shall be completed and presented to the General Council prior to Fall and Spring Authorization hearings.
2.040 Special Annual Authorization ("SAA"). The only expenditures authorized for the Fall and Spring during the Fall Authorization Process shall be those proposed by ASUCH. Student organizations may also be authorized for expenditures on an annual basis upon request. The budget resolution submitted by the Finance Committee to the General Council shall include a list of events authorized for the year.
2.041 Student Organization Request for Special Annual Authorization. To request special annual authorization, a student organization must make note of such a request in its budget request forms. Note: write or type "SAA" next to the program or event name.
2.050 Unspent Allocations. Funds allocated but unspent at the termination of Fall and Spring Authorization will revert back to the general fund for re-allocation.
REGULATION 3.0 BUDGET REQUESTS AND REVIEW PROCESS
3.010 Required Forms. All budget requests shall include the following components: (1) Resolution and (2) (1) Budget Request Application.
3.011 Resolution. The template for the Resolution can be retrieved at the ASUCH website at www.myhastings.org. Budget request resolutions, like all resolutions, shall be formatted by the ASUCH Secretary, then sent to the ASUCH Treasurer.
3.012 3.011 Budget Request Application. The Budget Request Application shall include the following: (1) Name of the Student Organization, (2) E-mail address and phone number of President and Treasurer of Organization, (3) Number of members (projected or actual), (4) Fundraising projections for the Term, and (5) List of events or programs sponsored during the previous year.
3.020 Finance Committee Hearings. The ASUCH Treasurer shall notify all organizations requesting ASUCH funds of scheduled hearings in a timely manner.
REGULATION 4.0 FUNDING CONSIDERATIONS
4.010 Factors - Generally. The Finance Committee shall consider the following factors in reviewing budget requests from student organizations: (1) Contribution of student organization to the overall mission of the College and quality of education at Hastings; (2) Past performance, including but not limited to the success of previously sponsored programs or events, fundraising efforts, and use of allocated funds.
4.020 Factors - Specifically.
4.021 History. Finance Committee decisions on the amount of funding that an organization receives will be based upon a history of the organization using the funds responsibly in a manner that aligns with the mission of the organization.
4.022 Neutrality. These decisions will not be based upon Finance Committee members' agreement or disagreement with the mission of the organization.
4.023 Responsible Use. Responsible use of funds allocated in the previous year will be a positive factor. Emergency funding requests that are granted will not be considered a negative factor or irresponsible use. If the emergency funding request is granted, that indicates that the funds were used for a permissible purpose.
4.024 Responsible Proposals. Organizations should present realistic budget requests based on the overall amount of funds available. This figure will be made available to organizations before budgets are due. Example: funding requests for $20,000 should not be presented when the overall ASUCH student organization budget is $50,000. This will be considered a negative factor.
4.025 Open Programs. Student organization events funded by ASUCH must be open to the entire campus community and must be adequately publicized so that all students have the opportunity to learn of and attend the event.
4.026. Hastings Community. Funding requests are more likely to be fulfilled for events that attract and serve the entire student community.
4.027 Off-Campus Share of Requests. Organizations will not be awarded more than 10% of their total budget request or final budget award for off-campus activities.
4.028 Conferences and Professional Development. An organization may provide funds for support of or attendance at conferences of established professional legal organizations once annually from their ASUCH award, with those funds exempted from the 10% limit.
4.029 Political Party Funding. Political party organizations may be funded, but only for political education and party-building activities. Neither political party organizations, nor any other organizations, may support candidates or issues with contributions made from their ASUCH award.
4.030 Honoraria. An organization may provide funds for honoraria.
4.031 SIC Drops. No ASUCH funding will be provided for SIC Drops.
4.032 Funding Baseline Each student organization will be funded at a minimum of $150.00. New organizations, defined as organizations that have been established for less than a year, will be funded for a maximum of $150.00. All other existing organizations will be funded starting at the $150.00 baseline, budget proposals exceeding that amount will be considered event based. Student organizations requesting less than $150.00 will not be allocated the baseline.
4.033 Funding for Food/Beverages Student organizations may spend no more than 1/3 of their total semester allocation on food and beverages. Exceptions will be made for major events upon consultation with the ASUCH Treasurer. Student Organizations may also request on their funding proposal to be exempted from this provision for a specific major event.
REGULATION 5.0 REIMBURSEMENT PROCEDURES
5.010 Timely Reimbursement Requests. All requests for reimbursements shall be submitted to the ASUCH Treasurer in a timely manner, not exceeding 30 calendar days from the date of the transaction or expenditure.
5.020 Receipts. All requests must be made using the template available at www.myhastings.org and accompanied by the original receipt; other qualifying documentation shall be determined by the Office of Fiscal Services.
5.030 Process - For Student Organizations. All requests shall be submitted to the ASUCH Treasurer, who must approve of the requests before submitting them to the Office of Fiscal Services, which will issue the reimbursement directly to the individual or organization.
5.031 Process - For ASUCH Officials or ASUCH Sponsored Activities. All requests shall be submitted to the ASUCH Treasurer, who will issue the check to the ASUCH official or organization directly. The ASUCH President may also approve and issue reimbursements to the ASUCH official or organization directly. Note: "ASUCH Official" is defined as any Member of the General Council or an ASUCH-sponsored committee or task force.
5.040 Timeline. The ASUCH President or Treasurer shall review and act upon all reimbursement requests within 10 calendar days of submission.
5.050 Reporting. The ASUCH President and Treasurer shall present a report of all reimbursement requests received and approved to the General Council in a timely manner.
5.051 Accounting. The ASUCH Treasurer shall maintain records of all financial activity by all entities allocated ASUCH funds, and shall present a summary of such records to the General Council no less than once per semester and at the end of each fiscal term.
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