Office of Student Involvement
& Affiliated Units

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

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 a CRT Allocation Request Form for RSOs (see “Process” below).

Food shall not be considered a travel expense unless it is included in the registration fees. RSOs are limited to requesting one allocation of up to $1500 per fiscal year out of the Registration and Travel Account. 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.

FAO Committee Allocations
Questions? Email sga_fao@mail.ucf.edu

Please note: Money for cultural/diversity education events should be requested from the MSC Funding Board, rather than FAO.

A. Speakers Account – RSOs may apply for an allocation for speaker honorariums and related costs, such as lodging, transportation, and hospitality, by completing an FAO Allocation Request (Senate Working Fund or Speakers) form (see “Process” below). RSOs are limited to requesting one allocation of up to $1000 per semester between the Speakers Account, Senate Working Fund, and MSC Allocation Account. Requested amounts in excess of this limit must be presented to the Senate as a bill.

B. Senate Working Fund – The Senate Working Fund provides funds for projects not provided for by other Senate accounts, projects that do not charge an admission fee to UCF students, and projects that benefit the student body in general. RSOs may apply for an allocation out of this account by completing an FAO Allocation Request (Senate Working Fund or Speakers) form (see “Process” below). RSOs are limited to requesting one allocation of up to $1000 per semester between the Senate Working Fund, Speakers Account, and MSC Allocation Account. Requested amounts in excess of this limit must be presented to the Senate as a bill.

C. Office Supply Account – RSOs may apply for an office supply allocation by completing an FAO Allocation Request (Office Supply) form (see “Process” below). RSOs are limited to requesting one allocation of up to $100 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.

Allocation Process
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 form at least 6 (but no fewer than 4) school weeks prior to the date funding is needed (not 6 weeks prior to the event or trip; 6 weeks prior to needing to spend any money on the event or trip). After submitting the form, RSOs should attend the following FAO or CRT committee meeting to present the allocation request.

(2) Senate Bills
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 of 10 Senators will ask questions and make a recommendation for the bill, and it 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 2 separate Senate meetings. During these debates, the bill may be changed via amendments. It may 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 3 Senate agenda readings and the time needed for the approving signatures, the bill process can take up to 8 school weeks in the fall and spring semesters (more in the summer). 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 10 (but no less than 8) school weeks (in Fall/Spring) before funding is actually needed. For example, if a conference is in November but the registration deadline is October 20, then the RSO should begin the bill process no later than August 20.

Organizations that have trouble getting in contact with their Senator should contact the Senate Pro Tempore.

(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 2009 semester (due date to be determined) for the 2010-2011 school year.

Note: The A&SF Budget process may be changing in the Fall 2009 semester for the 2010-2011 fiscal year. Information regarding this process will be available November 2009. Please check back for new information.

The 2 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 to maintain its registration status with OSI throughout the process and into the next fiscal year.

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. That being said, organizations that were allocated money for a specific event or conference in the 2009-2010 A&SF Budget cannot request a Senate bill or committee allocation for that same event or conference (to add to the amount allocated in the A&SF Budget). Questions concerning money that an organization received in the 2009-2010 A&SF Budget should be directed to the SGA Comptroller (sga_comp@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 have all authorized officers (as indicated on the most recent Update Form) successfully complete financial training before any money will be disbursed. Officers may sign up for online financial training by printing and submitting a Statement of Understanding form to the A&SF Business Office (SU 215).

Program Evaluation Forms
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. Failure to submit the appropriate Program Evaluation form will result in possible nonfunding in the future. Forms are available in the SGA office or online, and should be submitted to the SGA office.

Promotional Materials
RSOs that receive any type of 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 event. The SGA logo needs to be at least ½ inch by ½ inch in size, and all graphics associated with the event must be approved by ORC prior to publication and distribution. RSOs should complete a Promotional Material Approval Form and submit a copy to the SGA Office at least ONE school week prior to the desired print date. The design must follow all Golden Rule and university guidelines. RSOs must include the dimensions of any promotional material they wish to have approved. An RSO may only print promotional materials that receive ORC approval. 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 SGA and OSI web pages here.