Budget Process for Chartering Organizations

Each eligible student organization must designate funds for their budget according to the guidelines established by the Student Senate Finance Committee (SSFC) in order to receive funding. The budget approval process time line is as follows:

• In April, each organization will submit a justified budget and to the SSFC.  All chartered student organizations will be considered in light of their past performance, prior financial responsibility, the recommendations of the Student Life Committee, and the financial needs of the respective organizations. 
• When an organization submits its budget and documentation their Chair will sign up for a 10 minute hearing.  These hearings are scheduled to take place April 23-24.  During this time, the Chair will answer any clarifying questions of SSFC members.

Note: If an organization does not come (without prior notice) to its scheduled budget hearing with the SSFC, it will be given funding.  However, it will not have the opportunity to appeal the committee’s decision the following week.

• April 28 the SSFC will hand down each budget with decisive comments provided.  All appeals must be submitted by May 2. 
• On May 5, the SSFC will reconvene to review all organization budget appeals and hand down final budget decisions.
• The Coordinator of Student Organizations, the Associate Dean of Student Development, and the Vice President of Student Life will review the budgets and then submit them to the Vice President of Administration and Finance for final approval.

• An organization may collect dues with the prior approval of the Student Life Committee. (All dues must be projected in the budget and noted in the charter)
• An organization may sponsor fundraisers with the prior approval of the Student Life Committee (to be projected in the budget and noted in the charter).
• Media organizations may receive advertising revenue with the prior approval of the Student Life Committee.  Such anticipated revenue must be projected in the budget and noted in the charter.  Excess revenue may be designated for additional expenditures with the prior approval of the Student Senate Finance Committee.
• Organizations that regularly perform at schools, churches, and other events may collect free-will offerings with the prior approval of the Student Life Committee.  All projected offerings must be projected in the budget and noted in the charter.
• An organization may not solicit or receive any form of external funding for their general operating budget.
• An organization may solicit and receive external funding for a particular speaker, special project or event.  The Student Life Committee and the Calvin College Development Office must approve the speaker, special project or event, external funding source, and the amount of funding prior to its occurrence.
• Organizations must be familiar with and follow the financial guidelines and procedures provided by the Student Senate.

Any revenue collected by a student organization must be projected in a student organization budget with a revenue line item.  This includes revenue for T-shirt sales, sold advertising, free will offerings, departmental funding, and all other sources of organization income.

Requirements

• All budget requests shall be divided into line items.  Line items deemed by the SSFC to be unnecessary will be eliminated.  Each organization has the opportunity to increase their total budget.  Each organization must complete their budget form.  Any additional line items may be added or deleted.
• Student organization budgets must include all projected revenue and expenses. New organizations must submit a line item budget including a justification for each expense.

Format
For returning organizations the required format is provided on the budget form.  For new organizations please complete a line item budget.
(See an example, pdf)