StudentActivitiesFee
RequestforFundsManual
A guide for all SJC Clubs, Organizations, Associated Students, and SJC Departments
seeking to use Student Activities Fee monies.
Manual 2013
General Information on the Student Activities Fee
The Student Activities Fee is 75¢ cents per credit hour, not to exceed $13.50 per student, per
semester. Exemptions will be made to students who carry all online credits and those who are
taking 0.5 credits or less.
Purpose of Student Activities Fee
The Student Activities Fee is used to enhance student government, student clubs, and
additional student events and/or programs on campus. Funds will be distributed through the
Associated Students of San Juan College AS/SJC Chief Financial Committee, Student Activities
Board (SAB) and AS/ SJC Student Senate, to the following:
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Variety of student and family events and/or program
o Entertainment (i.e., live performances, comedy, special interest)
o Guest speakers
o Cultural awareness and appreciation events and/or programs
Educational workshops and events and/or programs (Guest Speakers, Breast Cancer
Awareness, Oxfam, Domestic Violence, etc.)
Student Club Allocations
Stipends for Student Ambassadors, Student Programmers, and AS/SJC Officers
Requesting money from Student Activities Fee
The following section outlines eligibility, application and formal process to request student
activities monies from the AS/SJC Student Government. San Juan College does not have the
financial resources to fully fund the activities of all organizations that request funding. As
previously stated, allocations are to serve as a supplement to an organization’s contribution for
funding respective events, programs, or activities. Organization must remain financially
responsible for their events, programs, or activities and must not solely rely on allocations for
funding. Allocations ARE NOT guaranteed to any organization.
Eligibility for Funding
All student clubs and organizations must be recognized by AS/SJC Student Activities Office to
officially operate on campus. Proper recognition and compliance with AS/SJC Student Activities
are required for any student club or organization to receive funding from Student Government.
Student Club and Organization funding eligibility regulations are as follow:
1) The processes for club allocation are outline in the AS/SJC bylaws.
a) Monthly Senate Attendance
i) Must sign in or be present during roll call.
ii) Must still be present for club reports and report for represented club/s.
2) To request additional monies for specific events and/or program from AS/SJC Clubs &
organizations must also meet the fallowing criteria…
a) Must be in either “Active in Good Standing” or “Active” status to request additional funds.
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b) The club must have a positive balance within their account.
c) At least three active members and one officer.
Application Request and Process
The Application can be found online at www.sanjuancollege.edu/studentactivities or a hard copy
can be picked up at the Student Activities Office. The student club, student organization and
SJC department must complete the entire application process to be considered for funding.
1) The requestor hosting the events and/or program must have two planning meetings prior to
submitting the application to the Student Activities Board for further approval by Senate.
2) The requestor must complete the Student Activity Fee Request for Funds Form and
submit the application electronically with any supporting documents to
[email protected] or turned in to the Student Activities Office, by the
2nd Monday of the month before 5:00pm. Associated Students will make every effort to
process your request in a timely manner based on the volume of requests submitted.
a) Read the Student Activities Fee Request for Funds Manual.
b) Meet with Student Activities Board* to review application.
*For more information regarding Student Activates Board please refer to the By-Laws of
the Associated Students of San Juan College, Section VII Sub-section C
c) The request for funds must be approved by Senate prior to the events and/or programs.
3) After the events and/or program, the student club or department must submit the following
documents one week after the events and/or program (5 business days) to the Student
Activates Office. Both forms can be found attached to the Student Activities Request for
Funds Form
a) Student Activities Fee Event Evaluation Form
b) Student Activities Fee Expenditures Tracking Form with receipts
Polices and Guidelines
1.) Established events and/or programs must be advertised as a “Student Activities Fee CoSponsored Event”
2.) The events and/or program must adhere to all SJC Policies/Rules and Procedures regarding
events and expenditures (found in the Student Handbook & Planner, available at the
Student Activities Office).
3.) The Financial Committee may approve or disapprove, in total or in part, any request for the
Student Activity Fee funds.
4.) All approval or denials of applications will be announced in writing.
5.) Individuals or organizations who have submitted false receipts may not be eligible for
funding in future semesters and may be subjected to disciplinary action. In these instances,
the Financial Committee will consider the severity of the offense prior to the allocation of
funds.
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6.) Guidelines and priorities cannot be changed without the approval of the Director of Student
Activities and AS/SJC Associated Students.
Student Activities fee Request Priorities
1.) Events and/or programs must be held on the SJC campus, exceptions to this rule could be
considered if the campus location cannot meet the physical requirements for the event or
program.
2.) An event and/or project that occurs on campus, which is educational in nature and is open
and interned to be of service to the entire campus community.
3.) An event and/or project that occurs on campus which is non-educational and is available to
the entire campus community.
4.) The success and effectiveness of the organization in planning and executing past programs.
Newly established organization will not be judged by the criteria.
5.) The quality and thoroughness of the applications. Organizations are responsible for
ensuring that the application is completed thoroughly and in its entirety. Application must be
typed single sided.
6.) Only organizations registered though the AS/SJC Student Activities are eligible to receive
Student Activities Fee funding.
7.) Emphasis will be placed on programs that are co-sponsored.
Restrictions and Limitations
1.) Academic and Administrative Programs
Those programs and activities of student organizations which would normally be
considered under the college’s academic and/or administrative budget will not be
considered for funding. Organizations whose members receive academic credit for
participating in an organizational activity are prohibited from requesting funds for that
activity.
2.) Political Programs and Activities
Organizations will not be provided funding to support in whole or part the campaign of an
individual candidate for political office. Elements of political orientation programs which
are educational in nature will be considered by the committee.
3.) Religious Programs and Activates
Elements of religiously oriented programs which are educational in nature and activities
will be considered by the committee.
4.) Equipment
Request for funding of capital equipment will be closely monitored. Requesting must be
well developed and supporting by the following documentation:
a.) A strong justification indicating the necessity to purchase the equipment.
b.) Complete specifications of the item(s) to be purchased.
c.) Price quotation by a reasonable amount or vendors.
d.) Methods of providing upkeep/maintenance service and supplies consumed in
the use of the equipment.
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5.)
6.)
7.)
8.)
e.) Evidence that the equipment will remain stored in a secure, on-campus office
or other approval location by the committee.
f.) A letter from the organization’s advisors of record verifying the need for the
purchase of the equipment.
g.) An annual account of equipment will be completed by the Student Activities
Office or a designee of the Office.
Employment
Costs of employment will not be funded. These guidelines recognized the voluntary
nature of student organizations in which services are expected to be donated. Student
Ambassadors and Students Government Officers stipends/scholarships are exempt.
Alcohol
The purchase of alcoholic beverages WILL NOT be funded under any
circumstances.
Philanthropies, Benefits and Charities
The use of activity funded to make donations (including monetary) to Philanthropies,
benefits, charities, and similar fund raising events will not be approved. Organizations
may request funds to offset events for those philanthropies.
Personal Financial Gain
Organizations will not be funded for programs and activities which result in personal
financial gain for individual members.
Misuse of Allocations Funding
Misuse of allocations granted by San Juan College Associated Student Government, as
determined by the Financial Committee, will result in the following:
1) A violation will result in punitive action being taken by the Chief Financial Committee and
AS/SJC Student Government.
2) Risk sanctions will be up to, but not limited to, a suspension of funding privileges, loss of
organizational registration status, re-payment of total money allocated to the organization, or
any other punishment seen fit by the Financial Committee and San Juan College Associated
Government.
Spending Student Activities Fee Funds
Upon receiving approval of the event and/or program from the Associated Students, the
approved amount of money will be added to the requested account/s. Any Student Activities
Fee money spent must have receipts, which will be attached to the Student Activates Fee
Evaluation Form after event and/or program.
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Forfeiture of Funds
1) San Juan College Clubs and Organizations requesting funds must be Active in Good
Standing with the Student Senate. If an organization is not in good standing, the
organization must forfeit their fund and complete rights to request funds.
a) An organization in Active in Good Standing shall be:
i) In compliance with the organization’s own rules and regulations set forth by their
constitution and bylaws;
ii) In compliance with the constitution and bylaws of Student Government;
iii) In compliance with the college rules established by the AS/SJ Student Government.
2) The Financial Committee will control forfeited funds.
a) The Financial Committee may only transfer funds to pre-existing Student Government
budget lines.
b) Upon transferring of any funds from the Chief Committee, the chairperson must submit a
report to the next available Senate meeting.
Programmer Budget Requirements
1) Events and/or program must be consistent with organization’s mission statement
2) Events and/or program must be open and advertised to San Juan College general student
body
3) Events and/or program must be designed to contribute to the educational, cultural and/or
social needs of various student populations
4) Allocations may not be used to fund weekly/regular meetings
Non-Funded Requests
An events and/or program would become non-funded, if…
1.)
2.)
3.)
4.)
5.)
6.)
7.)
8.)
9.)
The Student Activities Bored votes against it before the proposal is given to Senate.
The AS/SJC Student Government votes against the proposal.
Any of the Policies, Requirement’s, or procedures are not properly followed.
Multiple off campus events.
a. Each organization is allocated funding for only one off campus event per year.
Out of travel expenses.
a. AS/SJC Student Government will not fund transportation for any events.
Donations of any kind.
The purchase of alcohol products.
a. Any event and/or location where alcohol is present or served, even if the
organization did not request funding for it.
Travel expenses for advisors or non-student members.
Membership dues for any organization.
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Special Exceptions
Special Exceptions will be discussed and determined by the Financial Committee and AS/SJC
Student Government.
Student Activities Broad (SAB)
1.) Has authority to program and budget expend on behalf of the AS/SJC Student
Government.
Discretionary Clause
1) The Financial committee has the authority to address any financial situation not covered by
this manual.
2) This manual is subject to change on the approval of the Associated Student Government.
3) Special insistences will be reviewed by the Associated Students Government.
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