Associated Students Finance Process

Presented by Nikki Cayanan Schaper, Director of Student Life

The Budget Process – Bylaws Article II. Sec. D

• Fiscal Year = July 1 – June 30• January: Senate Budget Development

(SBD) Committee starts meeting to determine timeline for the process.

• February: – Applications are available for line item funding

for next fiscal year.– Line item: monies set aside for a specific

program or area of responsibility. Ex. Alcohol Awareness Week, Senate, Executive Board

– Hearings are held for all requests.

The Budget Process – Bylaws Article II. Sec. D

• March: – SBD Committee deliberates about line item

funding requests.– Prioritizes needs and requests– Develops fiscal year budget– Presents to Senate at the end of the month– Senate has the opportunity to give

feedback

The Budget Process – Bylaws Article II. Sec. D

• April: Senate approves new fiscal year budget.

• July: New budget is effective

• August – May: Clubs have the opportunity to request funding for activities.

AS ACCOUNTS

• AS General Fund – revenue generated from the sale of ASB Stickers.

• Student Representation Fee - $1 fee that students pay at registration.– Restriction on use only for lobbying efforts, travel

• Campus Center Fee - $1/unit, NTE $10 annually.– To be used for the building, maintenance,

furnishing and operation of the Campus Center.

Budget Development Priorities

• First check anticipated revenue for each account.

• General Fund = $30,000• Student Rep = $30,000 • Campus Center = $121,000

I will only go over General Fund today due to time constraints.

AS General Fund - Priorities

1. 7% Reserve2. Areas of Responsibility: minimum required

to operate.a) Executive Boardb) Scholarshipsc) Office Suppliesd) Student Activities (WOW!, Handle Your

Business Days & End of the Year Receptions for ICC and AS.

e) Supreme Courtf) Technology

AS General Fund - Priorities

3. Senate & ICCa. Look at line item requests for both clubs and

programs.b. Senate = Senate programs and campus wide

programsc. ICC:

1) club events (line item requests) 2) a bulk of money to be allocated during the academic

year

d. Senate usually gets 30% more than ICC1) Campus wide events (line item requests)2) Senate events

Re-Cap

• You have 2 opportunities to request funds:

1. Budget Development Process – for next fiscal year

2. Mid-year funding requests – to be funded out of ICC – Additional Club Events line item ($5,995 for Fall & Spring)

Mid-Year Funding Request Process

1. Complete funding request form2. Submit to Student Life3. Senate Finance Subcommittee will discuss it and

make a recommendation to the Senate.a. You have the opportunity to come and speak on the

request.

4. Senate considers it at their meeting.a. You have the opportunity to come and speak on the

request.

5. Senate approves/or not approvea. You have the opportunity to come and speak on the

Senate Finance recommendation.

Tips on Filling out the Form

• Fill in all questions asked

• Itemize the breakdown

• Breakdown cost per student

• Ensure that all funding is going directly to students – not non-students!

Tips on Lobbying Your Request

• Minimize cost per student

• Answer & complete all questions on the form

• Itemize your costs on the form

• Attach a complete budget for the entire event even if you are asking for partial funding.

• Include a justification on the narrative

Tips on Your Presenting to the AS

• The person completing the form should always be the one presenting the information at the meeting.

• TALKING POINTS: Try to think of all the possible questions they may ask you and how you would answer them.

• Sell the event!– Who, what, when, where & why– How does it fit the mission of SBVC and the AS?– How does this event directly benefit students on

campus?

Questions?

Call Nikki Cayanan

Director of Student Life

(909)384-8986

dcayanan@valleycollege.edu