Section 1. The following rules apply to all Student Assembly recognized organizations in funding procedures:
A. Organizations wishing to obtain Student Assembly funding for a semester must attend the Club Leader Basic Training held at the beginning of that semester, unless excused by the Student Assembly Treasurer.
1. An itemized budget proposal must be in the Student Assembly Treasurer’s mailbox by a time designated by the Student Assembly Treasurer before the initial funding hearings.
B. All Student Assembly-funded events must be recognized on all forms of publicity.
C. The Student Assembly will never provide funds for:
1. Web resources
2. Meals not open to the community
3. Dinner for organizations
4. Events without Student Assembly pre-approval
5. Food at regular meetings
6. Cleaning charges after closed organization events
7. Organization-only t-shirts
D. The Student Assembly will not provide funding for alcohol unless it receives special approval from the funding committee and the director of student activities, with the final decision falling to the Director of Student Activities.
E. In general, the Student Assembly will help fund for:
1. Speakers and performers.
a. Honorariums, artist fees, lodging, hospitality and travel expenses will be considered.
b. In order to receive funding for speakers, performers, etc., the following must be known at the time of request:
i. Potential dates of program;
ii. Speaker or performer;
iii. Subject of presentation;
iv. Artist Fee or honorarium.
2. Publicity
a. The amount the Student Assembly will help fund for the publicity of an event depends on the nature of the event and is at the discretion of the Student Assembly Treasurer.
b. In order to receive funding for publicity, the following must be known at the time of the request:
i. Potential dates of program;
ii. Speaker or performer;
iii. Subject of presentation;
iv. Artist Fee or honorarium.
c. Clothing
i. The Student Assembly will aid with uniforms that can be reused for multiple events and years.
ii. The Student Assembly will consider funding for t-shirts as giveaways at events, or to sell to raise funds for non-profit philanthropic organizations.
3. Films and movies open to the entire campus.
4. Concerts and entertainment shows open to the entire campus.
F. An organization cannot request money for one resource and spend it on another resource.
G. An organization will be put on probation at the discretion of the Student Assembly Treasurer if either of the following occurs:
1. Spending funding on items not approved;
2. Overspending by more than $40.00.
H. The Student Assembly has the authority to freeze an organization's account for every dollar that it has funded.
I. In order for an organization to activate its account, the following must be done:
1. A representative from the organization must attend a funding workshop sponsored by the Student Assembly Treasurer and the Assistant Director of Student Activities.
2. An officer of the organization must pick up their semester budget only from the Student Assembly Treasurer.
J. All contracted entertainment (i.e. speakers, bands, etc.) must first be approved or authorized by the Assistant Director of Student Activities. Students are not authorized to sign entertainment contracts and/or obligate funds from the Student Assembly and Hamilton College. The Director of Student Activities is the only authorized signatory. Under no circumstances will an organization commit the College to an engagement without prior consent of the Assistant Director or Director. If this occurs, the organization will lose funding for at least one semester.
K. The Student Assembly Treasurer is the only one who has the authority to activate an organization's account.
L. Organizations must submit requests for funding at least two weeks before the event, unless the Student Assembly Treasurer deems otherwise. A contract signed by the Director of Student Activities must also be submitted at least two weeks in advance.
M. All check requests must first be approved by the Student Assembly Treasurer, and then the Assistant Director of Student Activities.
N. The results of the funding hearing held each week will be published for the student body.
O. If an organization fails to comply with the Hazing Policy set by Hamilton College, then that organization will lose its rights to obtain funding.
Section 2. The following act as guidelines for the official funding recommendations of the Funding
Committee:
A. The event must be opened to the entire campus.
B. The amount of students participating in the activity is proportionate to the amount of funds requested.
C. The past accountability of the organization:
1. The organization's past programming;
2. The organization's past spending.
Section 3. Purpose of the Student Activities Fee:
A. To provide a more proactive spending plan for student organizations and for the entire student body.
B. To represent the needs and desires of the Hamilton College student body.
C. To financially assist in offering more programming on campus.
D. To assist the classes in conducting business and sponsoring class activities.
E. To finance student involvement in non-varsity and non-intramural sports.
