Student Organization Guidebook
Philosophy of Funding of the Student Senate
This document is created under the authority of the Student Senate as specified in Article VIII, section D3 of the bylaws of the Wittenberg University Student Senate in order to provide a guideline for standard funding procedure for the Student Senate and its organizations. Contents of this document may be amended with a two-thirds concurrence of the Student Senate.
This funding philosophy was created to give the Student Senate and the Student Senate Finance Committee guidelines to use when considering funding student organizations. The goal of this philosophy is to establish a broad set of guidelines. It is not intended to cover every possible scenario that may arise. Therefore, when circumstances that are not explicitly outlined in this guideline arise, the members of the above-stated bodies shall use good judgment and make decisions following the spirit of this philosophy.
- The Mission of the Student Senate in Funding Student Organizations
The mission of the Student Senate in Funding is to promote opportunities for development and education outside of the classroom.
Expectations & Responsibilities of Student Senate Organizations
Student Organizations must keep accurate records of all organizational income and expenses. They must maintain sound fiscal policies ensuring that their expenditures do not exceed their income (Senate allocated money and fundraising money). Any organization that misappropriates funds or overspends their budget and goes into debt is subject to penalties imposed by Student Senate as set forth below. Furthermore, Wittenberg students may be held responsible for any flagrant, personal misuse of organizational funds.
- Fundamental Parameters of Funding
A. Funding may be given for items from which all students may benefit.
B. Funding may be given for food costs as long as the food is presented at a public event on campus.
C. Funding may be given for picnics and parties as long as they are open to the greater Wittenberg community.
D. Funding shall not be used for paid positions.
E. Funding may be given for conference fees if all students have the opportunity to participate.
F. Funding may be given for organization retreats if they are open to all students and clearly advertised as so.
G. Organizations funded by the Student Senate should not have non-Wittenberg bank accounts.
H. All academic journals/literature funded by the Student Senate must distribute at least one copy of their most current publication to the following locations on campus: Thomas Library and the Admissions Office.
I. Funding may not be given to seed fund-raisers unless the privilege of a fundraising account has been given.
J. Organizations may reallocate their funds without the approval of Senate as long as they adhere to the Philosophy of Funding of the Student Senate .
K. Student Senate funds may not be used to purchase alcohol.
Student Senate has the authority to sanction organizations that misappropriate or overspend their allocated funds. Penalties for organizations include being placed on probation (Senate Observance), revocation of the right to reallocate, and prohibition from future funding. All sanctions will be removed when organizations do not go into debt for two successive semesters.
When a club is placed on Senate Observance, organizations will meet monthly with the Student Senate Treasurer and Finance Committee to review the club's expenditures. They will also submit a monthly report to the Treasurer and Finance Committee. The organization will also keep in contact regularly with Sue Apple, Coordinator of Accounting Services, to ensure their budget is current and up to date.
When an organization continues to misappropriate their funds, it will be instituted in their organization's account that they cannot reallocate money within their allocated budget. If they were allocated $500 dollars for a speaker, for example, they must find a speaker where all costs relevant to the event are covered by $500 or less. These organizations do not have the opportunity to move money from one anticipated project to another.
If it is evident that a club is unable to stay within their allocated budget, and repeatedly overspends, Senate also reserves the right to discontinue funding the organization.
- Organizational Reports and Audits
Finance Committee will periodically review each organization to make sure that Philosophy of Funding initiatives are being met and that organizational funds are being used in an appropriate manner. The Finance Committee will report any misuse of funds or other conflicts that may arise to the Student Senate.
A. Student Organizations Not on Senate Observance:
1. Each student organization receiving funding must submit one mid-year budget report to Student Senate. The report must detail items purchased, activities and events sponsored, attendance at events, and any other pertinent information.
2. Any organization in this category receiving more than $4,500 in funding should meet with the finance committee at least once per semester to discuss the organization's financial status.
B. Student Organizations on Senate Observance:
1. Each student organization in this category receiving funding must submit a monthly written status report to the Senate Finance Committee. This report must detail items purchased, activities and events sponsored, attendance at events, reorganization activities of the organization, and any other pertinent information.
2. Each student organization in this category will meet with the Finance Committee at least once a month per semester to discuss the organization's activities and events.
- Organization Categories
Based on their mission, all organizations have been placed into categories. Organizations may petition Student Senate to be placed in a specific category. Organizations that do not petition Student Senate will be placed in a category. The categories are as follows:
A. Academic Journals - All organizations that produce scholastic publications may qualify as academic journals.
B. Academic Organizations - All organizations that represent a scholastic discipline or that are devoted to the acquisition of skills and knowledge may qualify as academic organizations. C. Media Organizations - All organizations that broadcast or publish for the entire Wittenberg community not limited to a specific vocation may qualify as media organizations.
D. Political Organizations - All organizations that represent a political ideology or a political issue may qualify as political organizations.
E. Recreational Organizations - All organizations that aim to provide recreational activities or to provide entertainment at Wittenberg University may qualify as recreational organizations.
F. Religious Organizations - All organizations having religious affiliation may qualify as religious organizations.
G. Social Awareness Organizations - All organizations actively promoting social awareness may qualify as social awareness organizations.
H. Social Service Organizations - All organizations that actively seek to philanthropically serve the surrounding community and beyond may qualify as social service organizations.
I. Sports Organizations - All club sports (including all forms of martial arts) may qualify as sports organizations.
J. Student Government Organizations - All organizations that represent a portion of the student body on the Student Senate ought to qualify as student government organizations.
K. Union Board - Due to the unique nature of Union Board, it is a separate category.
L. Historical and Diverse Organizations - Wittenberg University's campus organizations that have historical presence on this campus and have an influential impact on diversifying campus will be grandfathered. Organizations that can be used as precedents as grandfathered organizations include, but are not limited to, CBS, Voices, and AIA.
- Modifications to Funding Philosophy
A. Academic Journals should receive funding necessary to publish at least 100 copies of the journal.
B. Media Organizations may be allowed to hire paid professionals who are not affiliated with Wittenberg as consultants or advisers in order to avoid legal problems.
C. Student Government Organizations may receive funding to send their officers to conferences to broaden their skills/knowledge, establish connections with other schools, and to better serve the members of the Wittenberg Community.