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It is important that groups have an adequate understanding of the Student Government Association (SGA), as well as its policies and procedures regarding RSOs. Familiarity with funding and other policies can clear up any misconceptions an organization may have regarding SGA. Many groups miss out on valuable resource opportunities because they do not understand the processes and what SGA can and cannot provide.
The Legislative Branch includes the Senate and seven standing committees. Within SGA, the Senate has the closest relationship to RSOs because it allocates the Activity and Service Fee (A&SF) that every student pays. The Senate is comprised of 52 Senators, elected each fall by the student body to represent each college and the Regional Campuses. Each RSO has an assigned Senator, whose job it is to represent that group and assist it with any Student Government related issue, including funding. A listing of the Senators and the RSOs they represent may be found on the RSO billboard in the SGA office (SU 214).
Senate Committees
While all standing committees serve a purpose that benefit the student body, the three of particular interest to RSOs are FAO, CRT, and ORC. All committee meetings must be posted in the SGA office at least 24 hours in advance, and are held in the Senate Workroom within the SGA office.
Financial Allocations for Organizations (FAO)
Reviews and updates the Finance Code (Title 8) and allocates money from the Senate Working Fund, Speakers, and Office Supply Accounts.
Conference Registration and Travel (CRT)
Approves conference and travel allocations out of the Registration and Travel Account.
Operations Review Committee (ORC)
Reviews the use of A&SF funds to ensure that they are being used properly. It also reviews promotional materials that an RSO purchases or creates with A&SF funds.
Organizational programming costs may be subsidized with the Activity and Service Fee (A&SF) through (1) Senate committee allocations, (2) Senate bills, and (3) A&SF Budgets. Each year, the A&SF Budget Committee creates guidelines that set restrictions on funding. Organizations should review these guidelines, also known as “Proviso Language,” for the 2006-2007 fiscal year prior to making requests. This language is included in Bill 38-54, which can be found on the A&SF Business Office webpage. The Senate and Senate committees meet weekly during the fall and spring semesters (excluding University holidays and final examination periods), and bi-weekly in the summer. Please keep this in mind when planning funding requests.
(1) Senate Committee Allocations
FAO Committee Allocations
Questions? Email sga_fao@mail.ucf.edu
A. Office Supply Account– RSOs may apply for an office supply allocation by completing the FAO Allocation Request (Office Supply)form. RSOs are limited to a maximum of one $100 committee allocation per fiscal year out of the Office Supply Account. Requested amounts in excess of this limit must be presented to the Senate as a bill.
B. Speakers Account– RSOs may apply for an allocation for speaker honorariums and related costs (such as lodging, transportation, and hospitality) by completing the FAO Allocation Request (Senate Working Fund or Speakers) form. RSOs are limited to a maximum of one $1000 committee allocation per semester between the Speakers Account and Senate Working Fund. Requested amounts in excess of this limit must be presented to the Senate as a bill.
C. Senate Working Fund– The Senate Working Fund provides funds for:
- projects not provided for by other Senate accounts
- programs for organizations whose membership is open to all UCF students without regard to race, sex, or religion
- projects that do not charge an admission fee to UCF students
- projects that benefit the student body in general
RSOs may apply for an allocation out of this account by completing the FAO Allocation Request (Senate Working Fund or Speakers) form. RSOs are limited to a maximum of one $1000 committee allocation per semester between the Senate Working Fund and Speakers Account. Requested amounts in excess of this limit must be presented to the Senate as a bill.
CRT Committee Allocations
Questions? Email sga_crt@mail.ucf.edu
RSOs may apply for an allocation to cover travel expenses related to workshops, conventions, conferences, and competitions by completing the CRT Travel Request Form. Food shall not be considered a travel expense unless it is included in the registration fees. RSOs are limited to a maximum of one $1500 committee allocation per fiscal year out of the Registration and Travel Account, while individual students are limited to a maximum of one $250 committee allocation per fiscal year. Requested amounts in excess of these limits must be presented to the Senate as a bill. Additionally, if the allocated funds for identical travel requests (i.e., requests by several students or RSOs to attend the same conference) exceed $1500, all additional allocation requests for that travel must be presented to the entire Senate for approval.
Request for Funds Forms
An RSO requesting an allocation (through CRT or FAO) must submit an Allocation Request Form to either the FAO or CRT mailbox located in the SGA office. These forms are available in the SGA Office (SU 214) or online. It is suggested that groups submit the proper forms six weeks prior to the date funding is needed. After submitting the form, RSOs should attend the following FAO or CRT committee meeting to present the allocation request.
(2) Senate Bill
An RSO that requests more than the committee allocation limits described above must have the request submitted via a Senate bill, which requires the help of a Senator. With the assistance of the RSO, a Senator will write a bill and submit it to the Speaker of the Senate for placement on first reading of the Senate’s next agenda. At that Senate meeting, the bill will be remanded to either the FAO or CRT committee, based on the bill’s content. At the subsequent FAO or CRT committee meeting, the bill’s benefits to the student body will be weighed against the costs. The committee will then make a recommendation to the Senate and the bill will be placed onto second reading at the following Senate meeting. The bill will be debated by the entire Senate during this reading and again on third reading, typically in two separate Senate meetings. During these debates, the bill may be changed via amendments. It could also be “killed” at any point. RSO representatives must be available at the FAO or CRT committee presentation and at both Senate meetings that follow. This will allow Senators to ask questions and hear the RSO’s perspective on the bill. Once it is on third reading, the Senate will take a final vote on the bill. If the bill passes the Senate’s final vote, it is sent to the Student Body President and Vice President of Student Development and Enrollment Services (SDES) for their signatures of approval. With three weeks of readings and the time needed for the approving signatures, the bill process can take up to eight weeks. Money cannot be spent until the bill is signed and returned to SGA. Therefore, RSOs are strongly encouraged to begin the bill process at least two months before funding is actually needed. For example, if a conference is in May but the registration deadline is April 1, then the RSO should begin the bill process by February 1. Organizations that have trouble getting in contact with their Senator should contact the Senate Pro Tempore at sga_pro@mail.ucf.edu.
(3) A&SF Budget
Established RSOs whose programming or travel has proven to be successful are encouraged to apply for funding through the A&SF Budget Committee. An RSO that has been in continuous active existence for the previous spring and fall semesters is eligible to apply for a budget through this process. These budget requests are typically due late in the fall semester for the following fiscal year. For example, a request would be due late in the fall 2006 semester (due date to be determined) for the 2007-2008 school year. The two biggest issues organizations face regarding the A&SF Budget process are (1) misinterpretation of the required paperwork, and (2) miscommunication due to leadership turnover around the time requests are due. Because of this, many RSOs miss the deadline, thus restricting funding eligibility. It is the RSO’s responsibility to submit all completed documents by the deadline and maintain its registration status with OSI throughout the process and into the next fiscal year. Additionally, all RSOs are encouraged to visit the A&SF Business Office website under “ Financial Center” to see if they unknowingly received money for this fiscal year. Receiving money via the A&SF Budget Committee does not restrict the ability of an organization to request money through a committee allocation or Senate bill. Questions about A&SF Budgets may be directed to the committee chairperson at sga_asf@mail.ucf.edu.
Mandatory Financial Training
Each fiscal year, any RSO that receives money from SGA (through a committee allocation, Senate bill, or A&SF Budget) must send at least two authorized officers (as indicated on the most recent Update Form) to financial training before any money will be disbursed. Financial training is provided weekly in the fall and spring semesters by the A&SF Business Office. Please visit their webpage and click on “Financial Center” for a list of training times.
Program Evaluation Forms
All RSOs that receive money through a committee allocation or Senate bill are required to submit a Program Evaluation form (either post-travel or post-event) to the Operations Review Committee (ORC) within thirty days after the program is completed. These forms allow SGA members to see the benefits of the RSO’s program, and help to determine whether or not the program should receive funding in the future. Forms are available in the SGA office or on-line, and should be submitted to the SGA office.
Promotional Materials
RSOs that receive any A&SF funds must include the SGA logo on all brochures, clothing, pamphlets, booklets, posters, mailings, promotional items, and advertisements that are related to the funded program. The logo needs to be at least one-half inch in size, and all graphics associated with the event must be approved by ORC prior to publication and distribution. Additionally, RSOs that receive money to create promotional items must submit a final proof of the graphic to the A&SF Business Office before purchase will be authorized. Copies of the SGA logo may be found on the OSI web page.
SGA provides many resources, either free or at reduced cost, to RSOs.
SGA Website
The SGA website contains all necessary financial forms, copies of previous bills and resolutions, contact information, and a listing of Senators. When seeking funding or SGA assistance, this site can typically answer many questions that an RSO may have.
Posters
The SGA Computer Lab, located on the second floor of the Student Union, owns a banner and poster maker. RSOs may create color graphics and have them printed as a paper banner (not suitable for Student Union hanging) or large poster for $2 per square foot.
Equipment
SGA has purchased equipment, including laptops, digital cameras, and tents, for RSO checkout. Equipment may be reserved for free via the A&SF Business Office (SU 215). For a listing of all available equipment, see “Student Services” on their webpage.
Faxing
RSOs may utilize the fax machines in the SGA office or SGA Computer Lab for free.
SGA is committed to advocacy on issues that directly affect the student body at UCF. All three branches of government are involved in this effort and can serve as advocates for RSOs and individual students.
The Senate can express a view of the student body via a resolution, which is discussed in a Senate committee and then by the Senate as a whole. If an RSO feels that an issue it is facing is a university-wide problem and can be improved by a Senate resolution, the RSO should contact its assigned Senator to discuss the issue.
The Executive Branch devotes every cabinet member to student advocacy in particular areas of campus life. By filing a student advocacy form, a student or organization may express concerns with things like learning environments, poor teacher performance, unfair parking appeals, or unjust situations he/she/it has faced at the University. The Student Advocacy Coordinator reviews each case and recommends a solution to the problem, or forwards the complaint to another unit of the cabinet. Finally, if an RSO finds itself in alleged violation of the Golden Rule, SGA recommends that it contact an SGA Judicial Advisor in order to set up a meeting that will prepare the organization and its members for the hearing and inform them of all of their legal options. |
