Organization and Finance Committee
Funding and Registration Guidelines
Updated April 2015
Organization and Finance Guidelines 2
TABLE OF CONTENTS
PREAMBLE.....................................................................................................................................2
SECTION I: Registration of Student Organizations......................................................................3
SECTION II: Funding Process.........................................................................................................5
SECTION III: Contingency Fund.....................................................................................................7
SECTION IV: Special Parameters..................................................................................................12
SECTION V: Amendments.............................................................................................................12
PREAMBLE
The Organization and Finance Committee (hereinafter referred to as the Committee) shall serve as
the primary examiner of all student organization registration requests and Contingency funding
requests, with the Northern Iowa Student Government (hereinafter referred to as NISG) Senate
having the final approval. The Committee and NISG shall abide by the guidelines set forth in this
document when registering and funding student organizations.
Contingency funds are made available to registered student organizations that work to meet the
mission of the University of Northern Iowa (hereinafter referred to as UNI) through academic,
cultural, community, and personal growth. Receiving NISG funds is a privilege; therefore, these
guidelines have been adopted to establish a procedure to fairly and justly facilitate the distribution
of these funds.
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SECTION I: REGISTRATION OF STUDENT ORGANIZATIONS
Article 1: Policy
1.
UNI and NISG recognize and support the right of students to form voluntary organizations
and associations dedicated to pursuing mutual interests, developing leadership and
organizational skills, providing pre-professional experiences, and fostering educational,
social and recreational opportunities.
2.
Responsibility for developing and administering procedures for the registration of student
organizations is delegated to NISG. The registration process is the mechanism through
which student organizations are able to access University facilities and University and NISG
services.
3.
Registration of a student organization does not constitute UNI or NISG endorsement or
approval of viewpoints or activities of the organization. It is the policy of the University and
NISG to register any student organization formed in good faith for a lawful purpose.
4.
Registration criteria and procedures must be consistent with applicable University, Board of
Regents, state and federal policies and laws.
5.
The NISG Senate is charged with approving, denying, and/or revoking registration of
student organizations. Appeals of registration decisions will be heard by the NISG Supreme
Court. The President of the University or designee shall have appellate jurisdiction over
rulings of the Supreme Court.
Article 2: Registration Procedure & Requirements
1.
Any student organization requesting official registration must have a student member
appear before the Committee unless the Committee sees fit to vote on the request without
meeting with an organization representative by a 2/3 vote with quorum.
a. Quorum shall hereinafter be established as a simple majority of the current
appointed Committee members.
2.
Application materials must be submitted by the student organization online and include any
information necessary for the Committee to make a registration decision.
3.
The following criteria will be used by the Committee in registering student organizations:
a. Registered student organizations must be nonprofit in nature.
b. Registered student organizations must demonstrate a viable program and/or
purpose as determined by the Committee’s review of the organization’s constitution
and proposed activities.
c.
Registered student organizations must maintain a current constitution on file with
the Student Involvement Center.
i. The constitution should include the following:
1.
Name of organization
2.
The purpose of the organization
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3.
Membership requirements
4.
Officer positions, qualifications and functions
5.
Provision for amendments
6.
Provision for financing the organization
d. Registered student organizations must update all organizational information with
the Student Involvement Center annually.
e. Newly formed student organizations must have a minimum of two currently
enrolled student members before initiating the registration process.
f.
Registered student organizations must have an advisor who is a member of the UNI
faculty or staff.
i. The role of an advisor shall be to assist students in their direction of the
group
ii. Advisors shall not have the ability to make decisions about the registration
status or general direction of the student organization
g. Registered student organizations must demonstrate a financial structure to sustain
a viable program.
h. Registered student organizations must consist of at least 90 percent UNI students
who are currently enrolled or who have been enrolled within the last year.
i. However, if the organization shows that its purpose and function may be
enhanced by including more non-student members, it may be recognized
with a membership including up to a maximum of 25 percent non-students.
4.
Registration of social fraternities and sororities which purport to affiliate with a national
fraternity or sorority must first apply to the Interfraternity Council or Panhellenic Council and
the Student Involvement Center.
a. With the approval of the application, according to the established guidelines in this
document, the social fraternity or sorority can then continue the registration process
in the same manner as other organizations.
b. Academic and service fraternities and sororities shall follow the regular registration
guidelines.
Article 3: Membership Criteria
1.
Registered student organizations must abide by the following membership criteria:
a. Membership and participation in registered organizations must be open to all
students without regard to age, color, creed, disability, gender identity, national
origin, race, religion, sex, sexual orientation, veteran status or on any other bases
protected by federal and/or state law.
b. Membership and participation in registered student organizations must also be
open without regard to gender, unless exempt by law.
c.
Registered student organizations that select their members and/or leaders on the
basis of a commitment to a set of beliefs may limit membership and participation in
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the organization to students who, upon individual inquiry by the organization, affirm
that they support the organization's goals and agree with its beliefs.
i. This remains true so long as no student who meets the other criteria for
membership or participation is excluded based on their status regarding
age, color, creed, disability, gender identity, national origin, race, religion,
sex, sexual orientation, veteran status or on any other bases protected by
federal and/or state law. Organizations intending to limit their membership
and participation in this way must outline these restrictions in their
constitution or by-laws.
2.
In order to receive and maintain registration, student organizations must abide by the
above parameters of Section I, Article 3.
Article 4: Deactivation
1.
All student organizations will be required to attend an annual Student Organization ReRegistration meeting in September in order to re-register the organization, make new
officers aware of the services available to student organizations, and to keep an up-to-date
record of student organizations in the online database.
2.
Student organizations which miss the informational meetings in September will be able to
attend one last make-up meeting in October.
3.
At the first Organization and Finance Committee meeting in November, a list of any student
organizations which have not re-registered will be brought before the Committee where a
vote will be taken to officially deactivate these student organizations.
SECTION II: FUNDING PROCESS
Article 1: Policy
1.
Only currently registered student organizations may submit a request for funding.
2.
All funding requests must first be heard by the Committee before becoming legislation.
a. Under special circumstances the committee may vote on a request without
meeting with a representative if the student organization holds a one-on-one
meeting with the Director of Administration and Finance
3.
All Contingency funding requests must be submitted three weeks prior to proposed use of
the funds for the request to be considered.
a. If the Committee sees it fit to vote on the request without a three week timeframe,
they may do so by a 2/3 vote with quorum.
4.
Budgets for funding requests must be submitted on the forms provided by the Committee.
Funding may be jeopardized if budgets are not submitted on the proper form.
5.
Any student organization requesting a monetary allocation must have a knowledgeable
student member appear before the Committee.
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a. If the Committee sees it fit to review funding without a student organization
representative, the Committee may do so with a 2/3 vote with quorum.
6.
Any funding requests forwarded to the Senate shall be placed on the Controversial Docket
for two readings.
a. The Committee must provide rational for denial at the regular Senate meeting upon
request.
b. Two standing Senators may sponsor the legislation only if funding requests are
denied by the Committee.
c.
In the event that a student organization wants to appeal the decision of the
Organization and Finance Committee, the organization must submit a
written/emailed argument to the NISG Senate indicating why the Committee’s
decision should be reversed.
i. Two standing Senators must then sponsor the legislation.
7.
All NISG funds shall be made disbursed to organizations through a reimbursement process
upon the Senate’s approval of the funds, unless otherwise noted.
a. If the entity in need of payment is a University establishment, NISG may pay to the
entity department/office directly.
b. If there is a valid contract used to acquire goods or services, direct payment can be
made to the contracted agency/party.
c.
No reimbursements or payments will be made without original receipts and
documentation.
8.
All funds must be spent according to these guidelines, the specific allocations approved by
the committee and University policy.
a. Allocations may only be spent on items budgeted and/or approved by NISG.
9.
All organizations shall keep precise financial records.
10. If two or more organizations have been allocated matching funding for the same specific
purpose/program through the budgetary process, the organization must submit a copy of
each receipt showing an itemized list of all expenses incurred to the Director of
Administration and Finance.
11. All printed materials and other publicity including press releases, public service
announcements, table tents, fliers, signs, posters, and/or any other type of advertisement
which are circulated outside of an organization must contain the phrase “Funded [in part]
by Northern Iowa Student Government [NISG]” or contain the NISG logo in a proportionally
sized font if the funding was allocated through NISG.
a. If an organization fails to appropriately acknowledge the use of NISG funds:
i. The committee will request the organization correct the problem should a
problem be discovered prior to the date of the program.
ii. Future consideration of funding requests may be affected by previous
violations if the problem is discovered and not corrected by the
organization.
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12. The NISG Senate is charged with approving or denying funding of student organizations. In
the event that a student organization wants to appeal the decision of NISG Senate, a case
must be filed to the NISG Supreme Court. The President of the University or designee shall
have appellate jurisdiction over rulings of the Supreme Court.
Article 2: The Annual Budgetary Process
1.
The Director of Administration and Finance shall organize an annual hearing process
through which student organizations can apply for funding that is not bound by the
Contingency fund guidelines.
a. The Committee should remember that Budgetary Process is intended to encourage
student organizations to plan their activities in advance.
b. The Budgetary Process should offer incentives for student organizations to
participate in the process, which include but are not limited to:
i. Funding of line items not typically funded through the Contingency funding
process.
ii. Funding higher monetary amounts than are typically allocated through the
Contingency funding process.
c.
The Committee shall set parameters for the Budgetary Process each year that
considers the current budget and requests being made by the student
organizations at the time.
2.
Programs that violate University policy shall not be funded during the Budgetary Process.
3.
Following the Student Organization Re-Registration meetings, the Director of Administration
and Finance shall contact the leaders of student organizations who requested funding
during the most recent budgetary process in order to remind them of the funding or
deferred funding available to them for that academic year.
a. Deferred funding will be defined as a funding decision that has been postponed
until the student organization reapplies for funding through the Contingency funding
process during the next academic year.
b. Deferred funding requests will be evaluated based on the parameters set during the
Annual Budgetary Process during which the funding was deferred. Thus,
organizations will be funded based on the monetary limitations set for the
Budgetary Process in which the organization’s funding was deferred, not by the
restrictions set in Section III of these Guidelines.
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SECTION III: THE CONTINGENCY FUND
Article 1: Policy
1.
Funding requests will be evaluated on, but not limited to, the following parameters:
a. The number of students directly involved
b. The extent to which the organization and its activities are free and open to all
students
c.
The extent to which activities are advertised campus-wide
i. Three forms of advertisement should be used per program
d. The extent to which line items to be funded are beneficial in creating an effective
program/event
i. Line item shall hereinafter be defined as a specific tangible object or person
e. Efforts on part of the organization to participate in collaborations for sponsorship of
events
f.
The extent to which the organization has engaged in fundraising, is seeking funds
from other sources, or is contributing funds of their own
i. To assure each student organization has adequate funding available, this
will be considered most heavily for programs/events costing more than the
amount requested/allotted from NISG
g. The need for monetary assistance in new and worthwhile activities, such as onetime expenses that serve a long-term benefit
2.
The Committee will under no circumstances fund:
a. Requests for programs/events/items that would violate University policy and/or be
deemed inappropriate by said policy
b. Requests for programs/events/items that might entail or include violations of local,
state or federal laws
3.
For programs deferred or funded through the Annual Budgetary Process, additional funding
for new and/or existing items may be requested.
a. Justification must be provided for additional funding, such as inflation, increased
expected attendance or similar circumstances.
b. In order for a request to be approved, the additional funding must abide by the
Funding and Registration Guidelines and allotments may not exceed the
maximums set through the Annual Budgetary Process.
4.
If the Committee denies a request, the Director of Administration and Finance must notify
the organization of denial and rationale.
Article 2: Purposes Funded
1.
The Committee may recommend funding to registered student organizations for:
a. Educational opportunities
b. Organizational programming that provides a service to the Student Body
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c.
Publicity for campus-wide programs open and of interest to the entire Student
Body.
d. Printing directly related to campus-wide programs and activities
e. Events at which admission is charged so long as the admission is not charged to
UNI students for the purpose of monetary gain of the student organization
f.
Equipment, including costumes and jerseys, purchased for use of the student
organization if:
i. The equipment remains property of the student organization.
ii. The student organization has secured an on-campus storage facility,
preferably Maucker Union.
iii. The equipment is inventoried and reported to NISG annually.
Article 3: Purposes Not Funded
1.
The Committee will never recommend funding for:
a. Internal Affairs:
i. Recruitment of new or transfer students to the University
ii. Events or activities intended primarily for recruitment of members to an
organization
iii. Equipment needs unrelated to campus-wide programs and activities
iv. Organizational newsletters
v. Organizational awards, banquets, and/or in-house dining
1.
Including but not limited to: prizes, trophies, award plaques, financial
awards, or scholarships
vi. Publication subscriptions unless the material will be made available to the
entire Student Body
vii. National and organizational dues
viii. Payments of debts
b. External Affairs:
i. Organizations that receive allocations from the Student Fee for the program
in question
ii. Fundraising or charitable activities in which allocated monies would go
directly to the third-party for which the fundraiser or charity is being
conducted
iii. Items sold for fundraising
iv. Student and non-student employee salaries or stipends
v. Activities that are directly related to job seeking and not applicable to all
students
c.
Organizations demonstrating poor financial management:
i. Poor financial management includes violating policies and/or violating the
funding guidelines as approved by NSIG during the current fiscal year.
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ii. An organization must demonstrate they have initiated policies to correct
poor financial management to be reconsidered for funding.
d. Food, beverages, or food related items, such as plates, cups, napkins, and/or eating
utensils
e. Travel, lodging or registration fees for students, faculty, or administrators
i. Except in cases where Section III, Article 5 or Article 6 applies
f.
Events/activities that take place away from campus unless the atmosphere
intended for the event or the purpose of the event cannot be achieved on campus
i. In cases of off-campus events, the number of students involved/event
magnitude will be considered in determining funding.
g. Activities that support the candidacy of any person for an elected office, including
NISG Elections.
i. Groups that support such candidates, however, may receive funding for
events that do not support a candidacy.
Article 4: Parameters for Funding Entertainment
1.
The Committee may approve funding for entertainment.
a. Entertainment will include but is not limited to speakers/honorariums including
travel costs, DJs, visiting artists, short-term entertainment equipment (i.e. photo
booths), etc.
2.
The entertainment should be on campus unless otherwise deemed appropriate for the
entertainment to be off-campus.
a. Refer to Section III, Article 3, Letter “f” for guidance on the funding of off-campus
entertainment.
3.
The Committee may allocate funds as follows for entertainment once a semester per
student organization:
a. Up to $2000 for one student organization sponsoring entertainment
b. Up to $4000 for two student organizations sponsoring entertainment
c.
Up to $6000 for three or more student organizations sponsoring entertainment
d. Allotments may not exceed $6000.
Article 5: Parameters for Funding Conferences or Competitions
1.
The Committee may fund conferences/competitions under the circumstances outlined in
this article.
2.
Unless determined to be non-applicable, funding requests for conferences/competitions
must first be heard by the Intercollegiate Academic Fund and/or the Pepsi Fund before
consideration of funding by the Committee.
3.
The Committee may allocate funds as follows for conferences/competitions once each
semester per student organization:
a. Up to $150 per UNI student in attendance.
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b. Allotment may not exceed $1500 per conference/competition.
4.
Funding may be used for conference/competitions fees and travel/lodging costs
associated with the event.
5.
To receive conference/competition funding, the student organization must show evidence
that attendance at the conference/competition will hold benefit to the University as a whole.
6.
For first time conferences/competitions, a post-conference/competition report, provided by
the Committee, must be submitted to NISG.
Article 6: Parameters for Funding Travel
1.
The Committee may fund travel under the circumstances outlined in this article.
2.
The Committee will be allowed to allocate a maximum of $7,500 in travel costs which can
include any travel/lodging costs and fees associated with the program, but is dependent
upon the current Contingency Fund balance.
3.
Travel allocations will become available only when the Pepsi Fund has no remaining funds
to be allocated.
4.
Once the Pepsi Fund has closed applications for the year, the Committee may allocated
funds for travel as follows:
a. One travel program per semester per student organization
b. Up to $150 per UNI student in attendance
c.
5.
Allotment may not exceed $1500 per travel program
If Contingency funding is limited, funding requests for travel compensation of any sort may
be denied or reduced at the discretion of the Committee.
6.
To receive travel funding, the student organization must show evidence that attendance at
the event will hold benefit to the University as a whole.
7.
For first-time NISG funded travel programs, a post-travel report, provided by the Committee,
must be submitted to NISG.
Article 7: Weekend Event Incentive Compensation
1.
The Weekend Event Incentive Compensation exists to encourage registered student
organizations to plan events on weekends.
2.
The Committee may recommend an additional compensation amount of up to $500 for
student organizations hosting events that meet the following criteria:
a. The event in question must be scheduled to start between 6:00 p.m. Friday and 6:00
p.m. Sunday.
b. The event must be open to all students and held on the UNI campus.
c.
The event must be publicized using no less than 5 methods of advertising including
but not limited to: Maucker Union monitors, Maucker Union Marquee, MyUNIverse
Weekend, online UNI calendar, table tents, bubble boards, flyers, posters, Northern
Organization and Finance Guidelines 12
Iowan ad, Facebook ads, chalking, meetings with other student organizations
and/or A-frame signs.
3.
This compensation is intended for and may be used for the purchase of food, beverages,
food related items, decorations, extra advertising, and small gifts/prizes given free of charge
to all event attendees.
4.
Each student organization may only receive weekend event compensation for a maximum
of two events per semester. After two events have been funded according to Article 7,
requests for compensation of subsequent weekend events will be denied.
5.
The Committee will take into account the number of events occurring on a given weekend.
6.
The Committee will allocate weekend compensation on a first come, first serve basis to
student organizations.
7.
If Contingency funding is limited, funding requests for weekend event compensation of any
sort may be denied or reduced at the discretion of the Committee.
a. This may include, but is not limited to, requests for food, beverages, food related
items decorations, extra advertising, and small gifts/prizes given free of charge to all
event attendees.
Article 8: Parameters for Funding Events During the Summer or Welcome Week
2.
Any events that take place before or during the first week of classes in the Fall semester fall
under the jurisdiction of this guideline
3.
When events are held before the first Organization and Finance meeting, they are eligible
for retroactive reimbursement of their event
4.
In this instance, Organizations must submit exact documentation of all expenditures no
later than the third week of the academic term.
a. If all expenditures can be documented, and they meet all other funding guidelines,
they are eligible for reimbursement
5.
Organizations that received deferred funding through the previous year’s budgetary
process are also eligible for this process
SECTION IV: SPECIAL PARAMETERS
1.
The NISG Contingency Fund should be maintained at a level of at least $20,000 for
emergency use. If there are not funds present to maintain the level of $20,000 then the fund
shall stand at its current level until enough funds are available to maintain it at $20,000.
2.
In its effort to benefit the Student Body as a whole, the Funding and Registration Guidelines
shall not be applied in a strict manner to NISG.
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SECTION V: AMENDMENTS
Amendments to these guidelines must be presented in bill form to the Senate, placed on the
Controversial Docket and obtain a 2/3 vote of the Senate in order to be ratified. Ratified
amendments should be listed below this section.
10/84
1/87
1/89
5/89
11/89 Name Change
12/89
1/94
3/98 To agree with Federal Supreme Court Ruling
2/2000 To allow for Student Government Expenditures
1/2002 Changes to agree with Federal Supreme Court Ruling
4/2002 Removal of Funding Guidelines
1/2007 Overhauled all guidelines and added the Panther Fund
11/2007 Revision of Funding and Recognition Bylaws
1/2009 Revision of Funding and Recognition Bylaws
4/2010 Overhauled all guidelines and created a separate document of Bylaws
2/2011 Allowing for open and closed student organizations
4/2011 Addition of Section V: Weekend Event Compensation
3/2012 Overhaul of Funding and Recognition Guidelines 2012
9/2014 Overhaul of Funding and Registration Guidelines established in 2013
4/2015 Addition of Section III, Article 6: Parameters for Funding Travel
4/2016 Addition of Section III, Article 8: Parameters for Funding Events During Summer or Welcome Week, clarification of
role of advisors