- General Information
- Budget Request Form
- Budget Review Process
- New and Re-Started Organization Guidelines
Organizations may request funding from the Student Government Association. In order to be considered for funding, organizations must be registered with the Student Life/Student Life/Student Activities Office.
Student fees shall be allocated and expended only for the following purposes:
- Co-curricular and educational programs
- Cultural and social activities
- Student Government
- Publications and Media
- Assistance to registered student organizations
- Community service programs
- Enhancement of the college and university environment
- Transportation, administration and insurance related to the implementation of these activities
- Other purposes as approved by the Student Government Association.
When submitting budget requests, organizations should realize that the SGA will review the past performance of the organization and its potential for growth. Organizations will be expected to justify significant increases over prior funding period allocations. In considering budget requests, the Finance Committee will review all budgets on the basis of their merits and the reasonableness of the requests. Organizations are encouraged to indicate programs which serve the needs of WestConn students, the WestConn community and the greater Danbury community.
SGA funds may not be used for the following reasons:
- Any partisan or nonpartisan political activities or to further the election or defeat of any candidate for public or political party office
- To pay an honorarium to a student of WestConn or the CSU System
- To pay an honorarium to any WestConn faculty, administrator or staff; or a CSU System faculty, administrator or staff who serve as a WestConn student organization advisor
- Expenditures that should be funded by academic or administrative departments.
All events funded by the Student Government Association must be open to the entire campus community. Back to top.
Student organizations requesting financial support from the Student Government Association are required to complete a Budget Request spreadsheet and email the spreadsheet to the SGA Vice-President for Finance at
williams201@wcsu.edu.
Please complete the spreadsheet as follows:
Cover Page – Top Half
Enter the name of the organization as registered with the Student Life/Student Activities Office.
Enter the information requested for each officer and the advisor. If an organization uses different titles, i.e. Director instead of President or Business Manager instead of Treasurer make the adjustment in the title field. Budget Request spreadsheets will not be accepted which do not include the information requested.
Indicate who prepared the budget and the date.
Cover Page – Bottom Half
Do not enter any information in this section. The information will automatically be entered from the other worksheets.
Detail Pages
Budgets must be submitted in a programmatic format as described below. Under each category, a detailed explanation must be provided as to how the monies will be spent. Definitions of each category are provided on the spreadsheet and specific lines are discussed in detail below. You must use WHOLE dollar amounts when entering figures. If you have any questions contact the SGA Vice-President for Finance or the Student Life/Student Activities Office.
Programs and Activities – Discuss the programs and activities the organization plans to sponsor this year. All costs associated with the programs including speaker and performer fees, hotel and transportation costs, facility and equipment rental, food, printing and promotion and decoration expenses should be included. List each program separately.
Student Activity Travel – List travel that is NOT related to a conference. Indicate the destination and the number of participants and how those participants will be chosen. Itemize each expense including, charter bus, hotels, mileage reimbursement, admission, food, etc. All funding will be in accordance with Connecticut State travel policies. See the Student Life/Student Activities Office for assistance. Calculate the cost per participant and total cost. The SGA will only allocate up to 75% of the trip expenses. The SGA will fund a maximum of two events per year.
Conference Travel – Include travel to conferences. Indicate the name of the conference (no initials), the location of the conference and the number of students (maximum 4). Itemize each expense including, transportation costs, hotels, mileage reimbursement, admission, food, etc. Calculate the cost per participant and total cost. All funding will be in accordance with Connecticut State travel policies. See the Student Life/Student Activities Office for assistance. The SGA will only allocate up to 75% of the expenses. The SGA will fund a maximum of two events per year.
Operating Supplies and Expenses – The SGA will supply standard office supplies. Indicate other type of office supplies, media items (books, magazines, recorded media, computer software, etc.
Equipment, Repair and Maintenance – List the items requested the cost and a rational for the equipment and indicate where the equipment will be located and the security measure. At the time of purchase bids might be required. See the Purchasing Equipment section for bidding requirements. Itemize any service contracts and the cost of maintenance and upgrades separately.
Printing and Promotion – List any items to promote your organization and indicate the quantity and the distribution plan. List any publication that will be printed, including journals and books.
Interest Meetings – The SGA will fund the cost of refreshments for one meeting per semester up to $50 per meeting.
Miscellaneous - List any item that is not listed in above. Be specific.
Assets – List any equipment owned by the organization. If none, enter NONE. Back to top.
The Student Government Association has modified the submission cycle for budget requests for 2007-2008. Check the Student Life/Student Activities Office for the latest information. What follows is the submission cycle for this year.
General Deadlines
Student Organizations that participate in the Clubs Carnival held during Welcome Week may submit a budget request in April of the semester before or between the start of the semester and October 19. The budget request will be reviewed by the Finance Committee during the time it is submitted.
Organizations that did not participate in Clubs Carnival will have its budget request held by the Finance Committee and not reviewed until after October 19.
Finance Committee Review
During the review process, the organization will have the chance to discuss the budget with the Finance Committee and committee member will have the opportunity to ask questions of organization representatives. Organization representatives must attend these hearings to justify their expenditures.
Student Senate Review and Approval
The Student Senate reviews the recommendations of the Finance Committee and approves or disapproves the organization budget. Organization representatives are encouraged to attend the Student Senate meeting.
Final Notification
Once the budget is approved, the Vice President of Finance will notify organizations of their approved budget. Back to top.
New and Re-Started Organization Guidelines
These guidelines are designed for student organizations which have not been funded before or have not been funded for two semesters. The Student Government Association is committed to stimulating the growth and number of student organizations on campus and anticipates these guidelines to further this commitment.
A student organization must complete a Budget Request Form as stated above according to the published time schedule. In lieu of their activities of the past semester, the organization must submit a detailed outline of the programming it plans for the year. Back to top.
