Club & Organization Club & Organization Policies & ProceduresPolicies & Procedures

Spring 2005Spring 2005

CFB and JCB MembersCFB and JCB Members

CFBCFBCo-chairs:Co-chairs:Mark OsborneMark OsborneKelly ZieglerKelly ZieglerTreasurersTreasurersBrian CihacekBrian CihacekErin ZrustErin ZrustClub AuditorsClub AuditorsCharlie McCarronCharlie McCarronRyan MajerusRyan MajerusChris Van GuilderChris Van GuilderDanielle EppsDanielle EppsHeather HamptonHeather HamptonKathleen FitzgeraldKathleen Fitzgerald

AdvisorAdvisor

JCBJCBCo-chairs:Co-chairs:Abby JohnstoneAbby JohnstoneJordan HafizJordan HafizMembers:Members:

Heather HamptonHeather HamptonAndy DirksenAndy DirksenMegan PetersonMegan PetersonJosh RobinsonJosh RobinsonAngela MinkeAngela Minke

AdvisorAdvisorAngelica Hambrick Angelica Hambrick

NEW Club & Organization NEW Club & Organization Grading SystemGrading System

Round 1Round 1 Follow the CFB guidelinesFollow the CFB guidelines

Round 2Round 2 Apply JCB and CFB grading systemApply JCB and CFB grading system

Round 3Round 3 Balancing the budget used on a case to Balancing the budget used on a case to

case basis, depending on amount left to cut.case basis, depending on amount left to cut.

Round 1Round 1The student activity fee is designed for student The student activity fee is designed for student

clubs/organizations and events that add to the community clubs/organizations and events that add to the community at CSB/SJU through co-curricular and educational activities. at CSB/SJU through co-curricular and educational activities.

The Co-Funding Board will only consider proposals as a board if the activity/event is open to students of both campuses.

The Co-Funding Board will not allocate funds for monetary donations to organizations.

The CFB may fund:The CFB may fund: Up to 2/3 of the cost to rent a university van/car for the Up to 2/3 of the cost to rent a university van/car for the

use of a student group. use of a student group. Up to 2/3 of the cost of fueling the university van/car for Up to 2/3 of the cost of fueling the university van/car for

the duration of the trip. the duration of the trip. Up to 2/3 of the cost of other modes of transportation in Up to 2/3 of the cost of other modes of transportation in

situations where it is deemed cost-effective by the situations where it is deemed cost-effective by the board. board.

Up to 2/3 of the cost of lodging/hotel fees for club Up to 2/3 of the cost of lodging/hotel fees for club affiliated attendees of approved affiliated attendees of approved conventions/conferences. conventions/conferences.

Travel ExpensesTravel Expenses

Registration FeesRegistration Fees

The CFB may fund:The CFB may fund: Registration fees to approved Registration fees to approved

conventions/conferences in the amount of conventions/conferences in the amount of up to up to $300.00$300.00 per person, not to exceed per person, not to exceed $1,800.00$1,800.00 per event. per event.

Any group requesting funds to cover Any group requesting funds to cover registration fees must present a registration fees must present a registration form in their funding proposal registration form in their funding proposal to be considered. to be considered.

FoodFood

The CFB may fund:The CFB may fund: The reasonable cost of food/refreshments The reasonable cost of food/refreshments

for one meeting per semester of an for one meeting per semester of an academic year.academic year.

The reasonable cost of food/refreshments at The reasonable cost of food/refreshments at group sponsored events (such as speakers, group sponsored events (such as speakers, etc.) on a case-by-case basis.etc.) on a case-by-case basis.

Round 2Round 2Grading SystemGrading System

CFB Grading SystemCFB Grading System

ReabsorptionsReabsorptions the percent reabsorbed from the total amount the percent reabsorbed from the total amount

allocated to a club.allocated to a club.

PercentPercent ScoreScore 0 – 5%0 – 5% 4 4

6 – 10%6 – 10% 3 3 11 – 15%11 – 15% 2 2 16 – 20%16 – 20% 1 1 21% +21% + 0 0

CFB Grading SystemCFB Grading System

AuditsAudits Turned in monthlyTurned in monthly

Due DatesDue Dates February 15thFebruary 15th March 15March 15thth

April 15April 15thth

May 6May 6thth

The score is based on the number you turn in.The score is based on the number you turn in. To find out club account information:To find out club account information:

SJU Clubs contact Ken Osborne in the Business OfficeSJU Clubs contact Ken Osborne in the Business Office CSB Clubs contact Diane Van Beck in Student AccountsCSB Clubs contact Diane Van Beck in Student Accounts

JCB Grading SystemJCB Grading System

At the beginning of each semester, every club At the beginning of each semester, every club is given 100 points. Listed below are the is given 100 points. Listed below are the requirements that each club must meet to keep requirements that each club must meet to keep all 100 points. For every requirement they do all 100 points. For every requirement they do not meet, the respective points will be not meet, the respective points will be deducted from their original 100. According to deducted from their original 100. According to the grading scale, they will be given a letter the grading scale, they will be given a letter grade based on the number of points that each grade based on the number of points that each club has at the end of each semester.club has at the end of each semester.

JCB Grading SystemJCB Grading System

Leadership Conference: 20 pointsLeadership Conference: 20 points Involvement on the Mall: 20 pointsInvolvement on the Mall: 20 points E-mail Violations: 5 points per violationE-mail Violations: 5 points per violation Community Round Table: 10 points for Community Round Table: 10 points for

each (2 required per semester)each (2 required per semester) Events and Evaluations: 2.5 points per Events and Evaluations: 2.5 points per

eacheach Open Events: 25 pointsOpen Events: 25 points

AA > 90 > 90 BB 89 – 8089 – 80 CC 79 – 6579 – 65 DD 64 – 5064 – 50 FF < 49< 49

JCB Grading SystemJCB Grading System

Mass E-mail PolicyMass E-mail Policy Student clubs and organizations are limited to Student clubs and organizations are limited to one (1) mass one (1) mass

email a day.email a day.   

Student clubs and organizations are able to send Student clubs and organizations are able to send one (1) one (1) cancellation email to cancel an event for that daycancellation email to cancel an event for that day ..   

The Joint Club Board will monitor and enforce these policies.The Joint Club Board will monitor and enforce these policies.   

If Student clubs and organizations do not comply If Student clubs and organizations do not comply First offense: First offense:

                  Student clubs and organizations will receive a written Student clubs and organizations will receive a written warning from the JCB.warning from the JCB.

Second offense: Second offense:                   Student clubs and organizations will not receive access Student clubs and organizations will not receive access

to their club email account for the duration of two (2) weeks to their club email account for the duration of two (2) weeks per policy violation. Notification of violation will be provided by per policy violation. Notification of violation will be provided by the JCB to the office of Student Activities and to club. the JCB to the office of Student Activities and to club.

The deadline for submitting a budget The deadline for submitting a budget for the fall 2006 semester is for the fall 2006 semester is

February 23February 23rdrd, 2005, 2005..

This This DOESDOES include annual budgets (JEC, include annual budgets (JEC, the Record, KJNB, Studio One, and the Record, KJNB, Studio One, and

VISTO)VISTO)

BudgetsBudgets

The Budget…The Budget… Fill out application online and submit it before Fill out application online and submit it before

midnight on February 23midnight on February 23rdrd. . Online ApplicationOnline Application Budget should be broken down by month.Budget should be broken down by month.

-Please list activities/requests by month so that the CFB -Please list activities/requests by month so that the CFB knows when you plan to use the money. knows when you plan to use the money.

Sign up for a presentation time using the Sign up for a presentation time using the public folders.public folders.

TimelineTimeline Audits Due by February 15Audits Due by February 15thth. . Budgets Due February 23Budgets Due February 23rdrd.. Budget PresentationsBudget Presentations

Mostly on February 26Mostly on February 26rdrd and 27 and 27thth.. CFB DeliberationsCFB Deliberations

On March 5On March 5thth and 6 and 6thth; March 12; March 12thth and 13 and 13thth.. Decisions Emailed March 13Decisions Emailed March 13thth and 14 and 14thth.. Appeals:Appeals:

SJU Senate: April 10SJU Senate: April 10thth and 17 and 17thth.. CSB Senate: April 6CSB Senate: April 6thth and 13 and 13thth.. ***cannot appeal after these dates.***cannot appeal after these dates.

The Budget…The Budget… When you come to your proposal hearing, When you come to your proposal hearing,

please bring with you 11 copies of your please bring with you 11 copies of your budget in an easy-to-read format.budget in an easy-to-read format.--These should be broken down by month with detailed These should be broken down by month with detailed explanations of each item money is requested for.explanations of each item money is requested for.-An “easy-to-read” budget proposal is typed out, listing all -An “easy-to-read” budget proposal is typed out, listing all activities, descriptions of the activities, and the price that activities, descriptions of the activities, and the price that they will cost.they will cost.

When attending the proposal meetings, When attending the proposal meetings, please be prepared to explain everything please be prepared to explain everything your club is requesting.your club is requesting.

Using your club’s Using your club’s money…money…

The CFB works very hard each semester to The CFB works very hard each semester to allocate money fairly in a way that will best allocate money fairly in a way that will best benefit the student body. If you are not benefit the student body. If you are not able to use the money as planned and able to use the money as planned and approved, please find a way to restructure approved, please find a way to restructure your budget to use your money. Your new your budget to use your money. Your new budget must be approved by your CFB.budget must be approved by your CFB.

How to access allocated How to access allocated money…money…

Bring check requests/reimbursements to the Bring check requests/reimbursements to the appropriate place where your account is appropriate place where your account is located:located:-CSB: Student Accounts -CSB: Student Accounts -SJU: Business Office-SJU: Business Office

Email your club auditor to inform them the Email your club auditor to inform them the check request is waiting. Club auditors need a check request is waiting. Club auditors need a week notice to get check requests signed on week notice to get check requests signed on time. time. -The business office/student accounts needs 2-3 days to -The business office/student accounts needs 2-3 days to process checks.process checks.

How to access allocated How to access allocated money…money…

For check requests or reimbursements, For check requests or reimbursements, you you must have all receipts attachedmust have all receipts attached. .

Please try to take care of transactions in Please try to take care of transactions in advance. advance. - - Avoid reimbursements!!Avoid reimbursements!! Use check requests and Use check requests and purchase orders for any expected payments…do purchase orders for any expected payments…do not pay for it yourself and then ask to be not pay for it yourself and then ask to be reimbursed. It is your responsibility to keep track reimbursed. It is your responsibility to keep track of your clubs finances and know when you need of your clubs finances and know when you need money!money!

Generated Funds…Generated Funds… If these are not reported before semester’s If these are not reported before semester’s

end, your club will end, your club will FORFEITFORFEIT your generated your generated funds.funds.

They should be reported for the final audit They should be reported for the final audit you turn in at the end of the semester.you turn in at the end of the semester.

The End!The End!

Please email the Co-Funding Board account, Please email the Co-Funding Board account, cfb@csbsju.educfb@csbsju.edu; or the Joint Club Board ; or the Joint Club Board account, account, jointclub@csbsju.edujointclub@csbsju.edu; with any ; with any questions.questions.

Thanks! We look forward to working with you.Thanks! We look forward to working with you.