Ohio Administrative Code|Rule 3341-2-35 | Student organization allocation board policy.

                                                
(A) Policy statement and
		  purpose
The purpose is to articulate how registered
		  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 universitys 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) Membership
The SOAB is comprised of staff and student
			 representatives appointed by the president, provost and senior vice president
			 for academic affairs, vice president for student affairs and vice provost,
			 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
Three funding categories differentiate among
			 types of requests  programming/events, travel (i.e., educational and
			 competitive), and operating. All requests are categorized into one of these
			 three areas.
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 open to all students regardless of a specific race,
				sex, sexual orientation, gender identity, gender expression, color, national
				origin, ancestry, genetic information, pregnancy, religion, age, marital
				status, disability, or status as a veteran.
(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 fraternal 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,
				prohibited political activities, 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 will be audited regularly by campus
				activities. 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 campus activities.
(ii) If the audit
				  indicates problems or irregularities, funds and resources may be frozen as
				  deemed necessary by campus activities.
(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 may not use funds to contract with
				individuals/entities, excluding currently enrolled Bowling Green state
				university students, in a way that would create an employment relationship.
				Accordingly, all service providers must follow the universitys policies
				and meet criteria as an independent contractor. For more information, visit
				http://www.bgsu.edu/financeandadministration/controller/independent-contractor.html.
(l) RSOs that receive funding must reconcile all
				transactions and complete a post-assessment 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.
(m) 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 the board.
(n) Any funds that are not used for their expressly
				approved purpose will be released from the organizations treasury and
				returned following the program/event, return from travel, and/or operational
				purchase.
(o) 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 fraternal 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) and 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 SOABs evaluation
			 of the RSOs request, available funds and/or resources, and information
			 gathered during financial consultations and/or audits.
(a) Semester allocations 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 to December thirty-first
				and in the fall semester to allocate funds that are available to expend the
				following January first to June thirtieth to student organizations that meet
				all requirements as stated in the allocation.
(b) Special allocations 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 and all food must be purchased from BGSU dining.
				  
(ii) BGSU employees may
				  not be compensated for speaking engagements, consultations and training, nor
				  may they receive payment for performing services that are considered to be
				  within the scope of their BGSU employment.
(iii) RSOs may not
				  compensate their advisor or coach for services.
(iv) RSOs requesting two
				  thousand five hundred dollars or greater must meet with a member of the campus
				  activities staff to review the details of the request prior to
				  submission.
(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 travel policy.
Travel funds for RSOs are divided into two
				subcategories: educational travel and competitive travel. 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 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 as it aligns with the
				university mission, vision, values, and strategic plan. Applications for
				operating funds will be accepted and processed starting on August first of each
				year. Operating funds are limited to five hundred dollars annually per RSO and
				are awarded on a first-come basis until funds runs out for the fiscal year or
				through April first, whichever comes first.
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 homecoming student steering committee may
			 apply to the chair of the SOAB for funding on an annual basis. Applications
			 must be submitted annually by March first in the form of a written letter and
			 should outline the amount requested by category of funding.
If the 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 dean of students. The decision of the dean of students is
			 final.
(6) Policy
			 exemptions
RSOs may appeal to the dean of students, 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 dean of
			 students, or designee, and must be submitted in writing to the office of the
			 dean of students within five business days of the decision being sent to the
			 organization.
Appeals will be reviewed by the dean of
			 students, 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 dean of students, or
			 designee, is final.