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

Current
			 through all regulations passed and filed through July 1,
			 2024
(A) Policy
			 statement and purpose
The purpose is to articulate how recognized
				student organizations may request funding for programming, 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, provost and senior vice president for academic
				affairs and,  student affairs , 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) RSOs designated as social
			 
										fraternity or sorority organizations are only eligible
			 to apply for programming/events funds.
(e) Funds may not be used to support programs
			 or activities for which academic credit is awarded.
(f) 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.
(g) Funds may not be used
			 to reimburse expenses incurred prior to receiving funding approval from the
			 SOAB.
(h) All RSOs
			 may be
			 audited regularly by student engagement. 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.
(ii) If the audit indicates problems or
			 irregularities, funds and resources may be frozen as deemed necessary by
			 student engagement.
(i) 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.
(j) 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.
(k)
			 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.
(l) 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
										.
(m) 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.
(n) 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.
(o)
										All requests are
			 categorized into one of these three areas: programming/ events, travel, or
			 operating.
(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 that
				have been recognized at BGSU for two or more consecutive years. 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) Special allocation
			 process
The special allocation process occurs periodically throughout
				the academic year. This process is open to:
(i) RSOs that have been recognized at BGSU
			 for less than two consecutive years.
(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) Initiatives that did not receive
			 semester funding from the SOAB, given 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 special
				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, unless 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.
(iii)
(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. The decision of the director is final.
(6) Policy exemptions
RSOs may appeal to the director of student engagement,
				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, 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, 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,
				or designee, is final.