Ohio Administrative Code
Title 3341 - Bowling Green State University
Chapter 3341-2 - Policy Statements
Section 3341-2-35 - Recognized student organization allocation board policy

Universal Citation: OH Admin Code 3341-2-35

Current through all regulations passed and filed through September 16, 2024

(A) Policy statement and purpose

The purpose is to articulate how recognized student organizations may request funding for programming and, operating expenses and/or travel, as well as how to appeal funding request decisions and apply for funding requirement exemptions.

(B) Policy

(1) Philosophy

The student organization allocation board (SOAB) policy aligns with the university's mission, vision, core values, and strategic plan. The policy outlines the process whereby the university allocates monetary and other resources to recognized student organizations (RSOs) so they can provide programs and activities that enhance the co-curricular education of the entire BGSU student body.

(2) SOAB membership

The SOAB is comprised of staff and student representatives appointed by the president, and vice president for student engagement and success, and/or their designee(s). The undergraduate student government (USG) and graduate student senate (GSS) are responsible for recommending the appointments of student board members.

(3) Guidelines

All requests must adhere to these requirements:

(a) The university's mission, vision, core values, and strategic plan will serve as the philosophical base when deciding the allocation of funds and resources.

(b) Funds and resources must be used to support programs and activities that are consistent with the RSO's mission.

(c) Funds and resources must be used to support programs and activities that are free to all students. RSOs may only charge students a fee to participate in a program or activity funded by the SOAB if they request and are granted approval when applying for funding. Any proceeds from these programs or activities (including but not limited to ticket sales, entry fees, participant fees and sponsorships) must be put toward the cost of the event or returned to the SOAB.

(d) Funds may not be used to support programs or activities for which academic credit is awarded.

(e) Funds and resources cannot be used for scholarships, grants, gifts, prizes, awards, donations, financial aid, legal services, sponsorship of elections, or items prohibited by state law and/or university policy.

(f) Funds may not be used to reimburse expenses incurred prior to receiving funding approval from the SOAB.

(g) All RSOs may be audited regularly by student engagement and residence life. The audits will be made available for the SOAB to review prior to the semester funding process.
(i) Spot audits may also occur as deemed necessary by student engagement and residence life.

(ii) If the audit indicates problems or irregularities, funds and resources may be frozen as deemed necessary by student engagement and residence life.

(h) All university-allocated funds will be swept from RSO accounts at the end of each semester. This does not apply to revenue funds and/or foundation account monies.

(i) RSOs must use funds and resources in accordance with all university policies and may be required to utilize preferred vendors and/or contracted suppliers when expending funds.

(j) RSOs that receive funding must reconcile all transactions within thirty days following the program/event, return from travel, and/or operational purchase. Failure to complete these steps may impact future eligibility for funding and/or resources.

(k) Funds must be used for the express purpose that they are allocated for unless the RSO submits and is approved for a budget modification in advance by SOAB.

(l) Any funds that are not used for their expressly approved purpose will be released from the organization's treasury and returned following the program/event, return from travel, and/or operational purchase.

(m) RSOs shall maintain all funds, including fundraising dollars, in their university account and are not permitted to have off-campus bank accounts. RSOs designated as social fraternity or sorority organizations are exempted from this requirement.

(4) Requests

RSOs may request funding and/or resources from the SOAB. Only RSOs that are in good standing with the university as well as whose presidents, treasurers, and advisors have completed their respective training(s) may receive funding and/or resources. These funds/resources are intended to support RSO programs and activities but not to fully fund organizations.

RSOs are not guaranteed funding or resources. Allocations for an organization will be based upon the SOAB's evaluation of the RSO's request, using a viewpoint neutral basis. Available funds and/or resources, and information gathered during financial consultations and/or audits, will also be a factor.

(a) Semester allocation process

The semester allocation process is only available to RSOs . The application process occurs in the spring semester to allocate funds that are available to expend the following July first through December thirty-first and in the fall semester to allocate funds that are available to expend the following January first through June thirtieth to student organizations that meet all requirements as stated in the allocation.

(b) Weekly allocation process

The weekly allocation process occurs throughout the academic year. This process is open to:

(i) RSOs at BGSU .

(ii) RSOs that received SOAB funding for programs and/or activities that incur additional unexpected costs that are not the result of fiscal irresponsibility.

(iii) RSOs initiatives that did not receive semester funding from the SOAB, provided that these funds are used in a manner consistent with the funding policy.

(c) Programming/event funds

Programming/event funds are awarded to support programs/events that enhance the educational, cultural, and social experience of BGSU students. Activities must open for participation by the entire student body and must directly assist the organization in achieving its mission as it aligns with the university mission, vision, values, and strategic plan. Funding applications may be submitted as part of the semester allocation process or the weekly allocation process, but RSOs may not submit for the same program/event to both processes except as previously noted.

Programming/event funds may be utilized within the following limitations:

(i) One thousand dollars maximum for food per event, if the SOAB determines the food is a critical component to the event. All food must be purchased from BGSU dining.

(ii) RSOs may not apply to compensate their advisor or coach for services.

(d) Travel funds

Travel funds are awarded to support expenses that directly assist the organization in achieving its mission as it aligns with the university mission, vision, values, and strategic plan. Travel includes conferences, training sessions, competitions, and other off-campus events outside the city of Bowling Green, Ohio. Travel funds must be spent in compliance with the BGSU student travel policy.

Funding applications may be submitted as part of the semester allocation process or special allocation process, but organizations may not submit for the same expenses to both processes except as previously noted.

Travel funds to support participation in tournaments or competitions that require qualification may be requested only after the organization has qualified.

(i) Travel funds may only be used to cover the following costs in priority order:
(a) Registration and/or entry fees;

(b) Lodging; and

(c) Transportation - note, some methods of transportation may require the use of university preferred vendors/contracted suppliers.

(ii) Travel funds cannot be used to cover the costs of:
(a) Food;

(b) Individual conference travel for students pursuing professional development;

(c) Advisor travel unless prescribed by BGSU student travel policy; and/or

(d) Mileage reimbursement.

(e) Operating funds

The SOAB makes available a limited amount of funds annually to organizations to support day-to-day expenses that directly assist the organization in achieving its mission.

Operating funds may be utilized within the following limitations:

(i) No funds may be used for salaries, stipends or wages.

(ii) No funds may be used for personal computer purchases.

(iii) No funds may be used for disposable or one-time-use materials.

(5) Exempted recognized student organizations

Undergraduate student government, university activities organization, and the graduate student senate are funded on an annual basis.

If an exempt organization wishes to carry forward unused funds into the next fiscal year, a written request must be submitted to the chair of the SOAB annually by June first. The request must outline the amount being requested for carry forward and how the funds will be utilized.

Decisions of the chair of the SOAB may be appealed to the director of student engagement and residence life or designee. The decision of the director or designee is final.

(6) Policy exemptions

RSOs may appeal to the director of student engagement and residence life, or designee, for exemption from specified parts of this policy if it prevents an organization from accomplishing its mission as it aligns with the university mission, vision, values, and strategic plan. An exemption request must be made in writing prior to submitting the associated funding application. The SOAB will review a funding application with a policy exemption only if the exemption has been granted in advance.

(7) Appeals

SOAB decisions may be appealed to the director of student engagement and residence life, or designee, and must be submitted in writing to the student engagement within five business days of the decision being sent to the organization.

Appeals will be reviewed by the director of student engagement and residence life, or designee, who can elect to:

(a) Return the application to the SOAB for additional review;

(b) Allocate funding and/or;

(c) Deny the appeal.

The decision of the director of student engagement and residence life, or designee, is final.

Disclaimer: These regulations may not be the most recent version. Ohio may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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