The semester budget requests are the primary and best way to receive funding from the Club Council. In November and April, representatives from each club and organization will come before the committee to make their budget requests. These budget hearings are very important because this is when the committee decides to allocate the bulk of its budget. As a leader of your club or organization, it is crucial for you to remember the following items if your group is to receive Club Council funding:
At the budget hearings, the Club Council sets aside a contingency fund of a few thousand dollars for use during the academic year. These funds are generally used for newly formed clubs and organizations as well as special events or lectures.
The procedure for receiving special event funding is as follows:
You must reallocate funds when you do not, or cannot use the funds for the specific event or purpose for which they were originally allocated. For example, your group was funded $50 for a picnic, but you did not have that picnic; however, your group was bringing in a speaker, and you want to apply the $50 from your picnic toward the honorarium for the speaker.
You must complete the Club Council Funding Request Form online and sign up for an appointment with Club Council by using the link at the end of the form. A qualified member of your organization must meet with Club Council to explain the need for a reallocation. Using funds without reallocating them is a violation of Club Council policy, which could possibly result in your group having its Club Council account frozen for a period of time or losing your funding completely.
All requests for both special funding and reallocation must be made in advance of the event. The Club Council will not fund special events or reallocate funds after the event has taken place. The Club Council prefers at least 2-3 weeks notice before the event happens.
As an incentive to fundraise, Club Council may boost the profits of your club’s OCP approved fundraiser up to $300. For example, if you spend $50 on supplies for a bake sale and make $100, we could boost your club $50.
You must complete the Club Council Funding Request Form to get boosted. Most Fundraising Boosts can be reviewed and decided upon without a meeting with Club Council. In the case where the request is unclear or Club Council has questions about the request, a meeting may need to be scheduled. Your club must have completed the Funds Collection Form online to be approved by the Office of College Programs prior to the fundraiser. The money you fundraise goes into your club’s agency account. Money boosted is transferred into your Club Council account and still may only be spent in accordance with our guidelines detailed below.
It is important to meet with Club Council as soon as possible after the completion of your fundraiser, especially as the school year nears conclusion because funds may not be available to boost.
The Club Council provides funding for activities sponsored by recognized student clubs and organizations. Club Council funds should provide support and create opportunities for students to participate in a variety of activities. The Club Council treats all clubs and organizations in an equal manner when granting funding. Below are the guidelines that the Club Council follows:
Each recognized organization receives $25.00 to cover basic operating expenses. BOE is meant to be used for photocopying, office supplies, postage, etc.
Requests to use BOE for some other purpose must be emailed in advance to Meaghan Kauffman (firstname.lastname@example.org) in the Office of College Programs.
Club Council may grant a maximum of $75 worth of non-essential food per event. This includes pizza, candy, and food for member appreciation events.
Alcohol is never funded by Club Council.
Club Council may grant a maximum of $75 worth of event supplies per semester (including forks, knives, plates, etc.). Non-essential decorations like balloons and streamers also fall into this category.
The Club Council does not fund gifts of any kind for students, seniors, guests, panelists (i.e., prizes, t-shirts, etc.).
The Club Council tries to provide at least partially for the honorarium of speakers. The Club Council does not generally fund honorarium for paid employees of the College.
The Club Council requires that any lecturer who receives Club Council funds for any part of their honorarium (this includes partial funding for a speaker), must be an open lecture to any member of the College community.
The Club Council will not pay for campaign appearances by candidates or representatives of their campaigns.
Organizations that produce publications may request funds for the costs of printing and supplies. Groups are encouraged to use the services of the Publications Office in Old Main, which can solicit bids from various printing companies. Due to the large expense of printing, the Club Council asks that clubs be conservative in the length of their publications as well as their distribution amount.
Your organization's events should be well-publicized - all members of the F&M community should know about your event. Banner paper and markers are available in the Publicity Room in Office of College Programs in the Steinman College Center. The key can be signed in and out by exchanging your student ID at the Information Desk, Steinman College Center. College Reporter ads are not funded by the Club Council.
Club Council will will grant 60 cents per mile for mileage on personal vehicles used during the course of a College-approved, club sponsored trip. Train and airplane tickets are not reimbursed. Toll and parking fees are also not reimbursed.
The Club Council will fund events that benefit the community outside of F&M and/or improve F&M's reputation and name off-campus. However, Club Council funds cannot be used as a direct donation to a charitable organization.
The Club Council may provide funding for clubs to be members of national or regional organizations. However, it will not fund individual/personal memberships of national or regional organizations.
Any money allocated for an activity must be spent on that activity. The Club Council reserves the right to reallocate unused funds at any time. Club Council funds cannot be transferred to an agency account and cannot be used from one academic year to the next.
Clubs must secure storage space for items such as sports equipment, movies, games, or other equipment before we can grant funding. This is in response to funding that led to students taking the equipment home after graduation.
The Club Council never enters into a contract. No student or employee of the College may sign a contract, which legally obligates the College with a vendor, entertainment agency, government agency, or any other public or private organization without the approval of an adviser, department chair, or supervisor, and the signature of the Associate Vice-President for Finance, or the Assistant Treasurer/Controller on the contract.
The myth of Club Council funding is that you will get 1/3 of what you ask for, so ask for three times what you need. DO NOT DO THIS! When you are filling out your Budget Form, keep in mind that the most important factors considered by the Club Council for events to receive funding are:
These three criteria are neither set in stone nor one more important than the other. Rather, these are guidelines to help you be more successful in requesting funds for an event.
If you follow the suggestions below, you will encounter greater success in the funding process:
Because we do spring budget hearings months prior to the actual events, several times per year, Club Council reviews our allocations with a club representative to see if the allocations will still be used. If a program is cancelled, you may apply to reallocate if you have another event in mind, or we will take back the funds (which will then become available to all clubs) and you can come in for Special Allocations when you plan an event.
Takebacks are not a penalty to clubs, but rather a way of ensuring that our money will be spent on as many events as possible and each club is equally able to get funds, especially at the end of the school year when our available contingency funds are low.
If a club/organization is over their allocated Club Council budget:
To unfreeze your Club Council account, clubs must meet with the Club Council:
Because the Club Council monitors the use of your club's funds, it is necessary for your club to hand in every receipt first to the Office of College Programs and then to the Business Office after an event. Your club should also retain copies of all receipts in the event your group is audited in the future.