Financial Guidelines

Budget Committee Funding Guidelines

Preamble: Budget Committee
Section I
General Principles
Section II Sources of Funding

Section III Travel and Conferences
Section IV Travel and Off-Campus Events
Section VConference Funding

Section VI Food

Section VII Events and Programs

Section VIII Printing and Publications

Section IX Libraries, Collections, and Club-specific Amenities

Section X Advertising

Section XI Other

See here for the Funding Rules in the CSA Bylaws.

See here for the Budget Committee Procedures in the CSA Bylaws.

See here for the rationale behind the recent changes to the conference funding guidelines.

The Carleton Student Association Budget Committee, the Committee, will use cost-benefit analysis to reach conclusions on how to distribute CSA funds. These funds, generated from the Student Activity Fees and other sources, will be used to fund opportunities for Carleton students in a way that most effectively benefits the campus within the academic year it is collected. All decisions regarding matters not related to the bylaws are at the discretion of the Committee. The following guidelines, though not rigid, establish the objective principles and financing framework that the committee endeavours to follow in the exercise of its discretion. The Committee will enforce the bylaws as stated.

Section I General Principles
1. Funding exists to create meaningful opportunities for the Carleton community.
2. Funded events are encouraged to acknowledge CSA’s contribution and co-sponsorship. An acknowledgement should be contained in any physical material resulting in and related to the funded event such as posters, programs, and publications. 3.Funding shall be available to student organizations and students at large.
4. The Committee is disinclined to fund programs that do not benefit the broader Carleton community, including programs such as but not limited to career preparatory events, job training, courses that offer certification, internships, and research-related events.
5.Preference will be given to opportunities that benefit larger groups and/or the entire campus.
6. Funded events should be open to as much of the Carleton community as possible.
7. Requests must be submitted nine days before the Thursday before the proposed event.
8. It is encouraged that funding be used in the most environmentally friendly way possible.
9. The Committee is disinclined to co-fund events with other schools or similar institutions unless costs are distributed proportionally to the participation of Carleton students.
10. The Committee shall not fund seed money for events in which proceeds will go to benefit the CSA Organization requesting the funds or any other organization.
11. The committee is disinclined to fund summer events.

Section II Sources of Funding
1. For programs and events, students should also look to campus offices and departments that may have related interests, such as the Dean of the College, the Chaplain, the Career Center, and the ACT center.
2. The Committee encourages the use of CSA funds other than Special Allocations (i.e. Alt Bev, Third Center, SAO Metro Arts Access Fund for trips to the city, SUMO co-sponsorship for screening rights, the Cave co-sponsorship for artist fees, SAO Student Leadership and Involvement Grant for conferences) where applicable.

Section III: Travel and Off-campus Events (during winter and spring breaks):
1. The Committee is disinclined to fund more than three quarters of the CSA Activity Fee ($333 per person for 2019-2020).
2. The Committee is disinclined to fund more than 10.5 times the CSA Activity Fee for a Spring Break Trip
3. Budget Committee follows Section IV 5 through 7 when funding winter and spring break trips.

Section IV: Travel and Off-Campus Events (during the term)
1. Budget Committee is disinclined to fund air travel (i.e., plane tickets) for more than two students to travel within 420 miles of Carleton or for teams to fly to tournaments during the term.

2. The Committee does not fund more than 3.5 times the Student Activity Fee (i.e., $1165.5 in the 2019-20 academic year) per off-campus event, rounded up. The Committee funds students attending the same off-campus event on a first-come, first-serve basis.

3. The Committee is disinclined to fund office or otherwise departmental off-campus events.

4. Budget Committee considers two approaches to funding off-campus events:

  1. Within 420 miles: the Committee is disinclined to fund more than three-quarters the Student Activity Fee (i.e., $333 in the 2019-120 year) per student towards off-campus events within 420 miles of Carleton.
  2. Beyond 420 miles: the Committee is disinclined to fund more than six-fifths the Student Activity Fee (i.e., $333 in the 2019-20 year) per students towards off-campus events more than 420 miles away from Carleton.

5. The Committee is disinclined to fund an off-campus event that is not affiliated with a student organization, whereby the requester must either be part of the club leadership or must have received the approval of the leadership to represent the club, proof of which must be shown.
6. Off-campus events must be open through application to as many members of a given student organization as is reasonable whereby the organization must demonstrate the selection process used to determine which members attend the off-campus event.

7. Off-campus events must provide benefits to the campus community, where the benefits must be demonstrated to the Committee upon application for funding.

Section V Conference Funding
1.All guidelines under Section III and IV apply for conference funding.
2. The Committee is disinclined to fund groups that have not attempted to obtain a second source of funding such as but not limited to fundraising, funds from departments or affiliated offices, and grants, whereby proof of such attempts must be reported in the funding request.
3. Groups who receive funding must host a conference-related event on campus within 6 academic weeks of returning from this conference whereby the plans for this event, including its date and location, must be reported in the funding request.
4. The conference-related event must be open to all of campus, posted to the campus events calendar, and funded from the money only allocated from clause 3 and money requested through section X clause 3.
5. The Vice President shall obtain a confirmation report from the student organization detailing the event’s date, location, number and names of participants, and any other details the Vice President deems of import by the time period in clause 3 of this section.

Section VI Food
1. Budget Committee is disinclined to fund food unless the food provides a learning experience.
2. Budget Committee is disinclined to fund full meals.

Section VII Events and Programs
1. Events should be well organized and planned well in advance.
2. If the event involves a speaker, the expectation is that the speaker will have an opportunity to interact meaningfully with Carleton students.
3. Events must be publicized extensively and well in advance. If attendance is limited, signups must be advertised and open to the entire campus.

Section VIII Printing and Publications
1. The Committee is more inclined to fund publications which have demonstrated campus demand through online content, polls, or department support.
2. Copies intended for off-campus distribution will not be funded.
3. The use of on-campus printing service is strongly encouraged.
4. Publications are strongly encouraged to employ, at least in part, a subscription-based distribution model. By “subscription-based model”, CSA means any sort of system which requires readers to confirm, prior to printing, that they would like a copy of the publication. This provides publications with a more accurate forecast of readership, thereby CSA is more inclined to fund publications which do so.
A subscription model is defined as follows: Publications are recommended to survey the student body annually for a number of prints for a series of editions. Data from online media (i.e. Facebook) is allowed.
5. The Committee is disinclined to fund more than $115 amount for the first edition of first-run publications.
6. The Committee is inclined to fund colour printing for publications where the images used are original creations by the student(s)
7. In accordance with Clause 7 of Section I, the Committee is inclined to reduce the number of publication copies in order to reduce waste.

Section IX Libraries, Collections, and Club-specific Amenities
1. Organizations desiring to have or to grow a club library must show there are no other methods by which they may access the material.
2. Inventories must be kept and submitted to the CSA Treasurer every term.
3. Web hosting away from Carleton is strongly discouraged except in extraordinary circumstances when Carleton ITS cannot provide services integral to an organization's mission.

Section X Advertising
1. As the least expensive option, 8 1/2 x 11 sized paper is preferred.
2. Utilizing all advertising opportunities such as posters, All-Campus email, the central events calendar, Facebook, banners in Sayles, etc. is strongly encouraged and required for organizations receiving funding for their programs or events.
3. Generally, advertising funding will be allocated at $5 per event.

Section XI Other
1. Funding for students to receive compensation for work associated with students or student organizations is not recommended.
2. Budget Committee requests that all groups who receive funding fill out an evaluation form after the proposed event takes place.

Funding Rules in the CSA Bylaws

A. All-campus mailings and paid NNB ads shall not be funded.

B. Political campaign contributions, lobbying efforts, alcohol, and tobacco shall not be funded.

C. All goods purchased with the CSA's funds belong to the CSA. No goods shall be funded that will become personal property, excepting those goods that have been funded each year for the past five years. Personal property shall be defined as material goods that remain in the possession of an individual (or individuals). Publications shall not constitute personal property.

D. Funding requests shall not be accepted retroactively.

E. Groups may ask for suggested donations for charitable endeavors.

F. Honoraria for performers shall not be funded until the availability and willingness of the performer has been confirmed.

G. Contracts

  1. An authorized employee of the College shall sign all contracts for performers.
  2. All contracts for goods and services other than one time performances made on behalf of the CSA or a CSA Chartered Organization must be reviewed by the President, Vice President, and Treasurer prior to engagement or renewal. Following the majority approval of Senate, the treasurer and the relevant employee of the College must sign all contracts.

Budget Committee Procedure in the CSA Bylaws

A. The Committee shall be responsible for creating recommendations for the allocation of all CSA funds to the Senate and shall serve as the advisory committee to the Treasurer as is deemed appropriate.

B. The Committee shall have weekly meetings throughout the academic year during all weeks Budget Request Forms have been submitted as described in Item F.

C. The Senate shall not consider any appropriation of CSA funds that has not been voted on by the Budget Committee. Budget Committee recommendations must be posted publicly at least two days before the Senate shall vote on them.

D. The Committee shall be chaired by the Vice President, who shall not vote except when their vote would change the outcome. If the Vice President is absent, the Treasurer shall chair the Committee, who shall not vote in this case except when their vote would change the outcome.

E. The Senate shall appoint two Senators and ten students-at-large. Students-at-large shall not vote during the first term they serve, unless a quorum is not present. Students-at-large may keep their seat until they go off campus, are no longer enrolled, or graduate. Former Committee members wishing to reapply shall be given priority when considering applications.

F. Decision making power will be vested in the Committee with a quorum. A quorum will be defined as the presence of a majority of the voting members, where the first term students at-large will become voting members to meet this requirement.

G. The Budget Committee shall allocate from the funds as described in Article III, Section 4, unless otherwise stated.

H. The Chair will ensure that Budget Request Forms are available to the CSA and serve as a contact for questions about the Form or the budgeting process. Budget requests for events should be submitted well in advance of the event taking place. Thus, the request must be submitted nine days before the Thursday before the event.

  1. Alternatively, if the event takes place within the first two weeks of the term, the request must be in by the Tuesday of first week.
  2. Events that take place before the first meeting of the term must have received funding in a previous term.

I. Budget Request Forms must be submitted to the Vice President, Treasurer, and Secretary and to Committee members at least two days prior to the Committee meeting.

J. The Committee shall consider and deliberate on requests in sessions open to the CSA, except for Spring Allocations.

K. The Committee shall consider all of the following criteria when evaluating a budget request.

  1. The most efficient use of funds within CSA Chartered Organizations and the Carleton community, paying particular attention to previously and simultaneously scheduled events, as well as the current amount of available funds.
  2. The number of people in the community that will be served by the organization and by the request.
  3. The number of students in the organization, looking at past and present data.
  4. The past performance of the organization, including the success of their previous events, management of funding, consistency in organization, and amount of interest the group generates.
  5. The future stability of the organization.
  6. The organization's priorities.

L. In addition to following the above criteria, the Committee shall encourage the organization to seek alternate sources of funding.

M. Appeals of the Committee recommendation shall be made to Senate during the meeting that the recommendation is being considered.

N. The Senate must do one of the following with a Committee recommendation:

  1. Approve the recommendation by a majority vote, except where noted in the Financial Guidelines.
  2. Amend the recommendation by a two-thirds vote, except where noted in the Financial Guidelines.
  3. Refer the rejected recommendation back to the Committee with no formal recommendation.

O. Instances of reported financial misconduct shall be resolved by the Treasurer in consultation with relevant organizations and the College.

P. The Budget Committee may table a request to the next week with a three-fourths vote of those present. Should this motion make it impossible for the party requesting funding to re-apply to the Committee, it will be considered a zero dollar recommendation.