Finance and Public Relations

• Funding 101
• FUNDING Guidelines
• CHECK REQUEST Info.
• SAMPLE Budget
• ASOC Finance Office

Forms

• ASOC Senate Funding Request form
• CHECK REQUEST FORM
•  Petty Cash Form

 

Senators

• Dominique Kirkwood
  Patrick McCredie, Co-Chair
  Santiago Mendez
  Mike Myers, Co-Chair
   

Further Links

• Event Planning 101

 

Finance and Public Relations Committee  

The foremost aim of the Finance and Public Relations Committee is to provide the student clubs and organizations of Occidental College appropriate levels of funding as prescribed by the ASOC allocation guidelines and facilitate the dissemination of pertinent Senate information via various public relations initiatives.

 

Committee Membership  

The Finance and Public Relations Committee shall be composed of two (2) Co-Chairs and two (2) member positions.  All seats on this committee are permanent and will remain active for a Senator’s full term of office.

 

General Structure  

The Finance and Public Relations Committee shall be responsible for performing three major functions in its service to the senate and students of Occidental College:

 

A.  Apportion Funds to Student Clubs and Organizations

 

Firstly, this committee must faithfully and impartially execute the duties of financier.  In determining the proper appropriation of funds for students clubs and organizations, it is paramount this committee adheres to allocation guidelines approved by Senate, convenes regularly for Funding Request Meetings, and remains receptive to those submitting requests.  Furthermore, it is the expressed intent of this committee to restructure and streamline the funding process in efforts to enhance equity and simplify use for club officials.  Ultimately, this committee is dedicated to the pursuit of upholding its duty to the student body through the fair distribution of monies and overhaul of the current funding policy.

 

B.  Coordinate Student Clubs and Organizations with Student Services Departments

 

In its endeavor to harmonize student clubs and organizations to relevant student services departments, this committee shall oversee the coordination of both parties during funding meetings.  To this end, members of this committee will be tasked with the duty of directing student clubs and organizations to appropriate student services personnel following submission of a budget request.  This process intends to mitigate current confusion surrounding the location of student services while offering those employed in such departments a convenient opportunity to confer with students.  Though the Finance and Public Relations committee does not serve as a consultancy, it aims to provide greater accessibility and direction to those seeking the assistance of Student Services. 

 

C.  Publicize Senate Through Public Relations Initiatives

 

In its responsibility to promote Senate, this committee will take a proactive role in formulating and implementing a variety of public relations programs aimed at engaging students in ASOC affairs.  Moreover, this committee expects efforts made towards the education of students on Senate business will serve the dual role of publicizing ASOC and empowering them to voice opinions outside conventional forums. (ie.  General Assembly, Senate Meetings, and Quad Sits) These proposals may include but are not limited to Hall Spread Representatives, Club Representatives, and Leadership Mixers.  This committee is confident the diffusion of Senate information by means of the aforementioned programs will continue to bridge communication gaps, encourage student discussion, and lead to valuable insights so ASOC may better serve the Occidental community.


 

Finance Committee Procedural Guidelines   

 

 

Responsibilities:

The co-chairs and members of the Finance and Public Relations Committee (FPRC) shall be accountable for weekly calculations and allotment of funds to parties submitting requests and presiding over a weekly finance meeting.

 

Scheduling of Members:

To fulfill weekly tasks, co-chairs and members will form groups of two people to execute the responsibilities ascribed by the FPRC.  The co-chairs of this committee will hold both the duties of processing fund requests and chairing a weekly finance meeting.  One co-chair will assume these roles for the duration of one month and rotate with the other co-chair at the end of that period.  Whereas co-chairs will serve bi-monthly terms, the remaining members will continually rotate on a weekly basis.  This pattern of alternation ensures one co-chair is always present at allocation and finance meetings.

 

Weekly Meetings:

The co-chair and member assigned to their respective week will be responsible for collecting funding requests no earlier than Thursday at 5:00 pm. Following this collection, members will review submitted requests and note potential flaws to discuss with clubs/organizations at Friday’s finance meeting.  During the Friday finance meeting, club/organization representatives and FPRC members will convene in the ASOC room at 12:30 pm.  These gatherings enable committee members to address concerns and inquiries over submitted requests and hear cases presented by the petitioning party.  (Please see addendum for specific questions asked of clubs)  Additionally, committee members will notify applicable Student Service heads based on the needs of a given request.  Following this meeting, newly informed committee members will be equipped to recommend the most appropriate levels of allocation (at a second meeting to occur on Friday at 4:00 pm) pending senate’s final approval.  Accordingly, these meetings serve to remediate any faults in a submitted request and facilitate meetings between Student Services and clubs/organizations.

 

Listed below is the structural agenda for Friday Finance Meetings: 

I.  Call to Order 12:30 pm

 

II.  Introductory Remarks and General Announcements

 

III.  Meet with clubs/organizations to discuss requests and refer to relevant

            Student Services representatives

 

IV.  Closing Remarks

 

V.  Adjournment of Meeting (Approximately 1:00 pm)

  

addendum  

Questions Commonly Asked of Clubs on the Friday finance Meeting:

 

1.  Where is the event being held (On/ Off Campus Venue)?

2.  How do you want the funds distributed?

3.  Is it being sponsored by more than one club (Co-Sponsored Event)?
 

4.  Is it open to the entire school or only to club members?

 

5.  Is the event cultural in nature or community service based?

 

6.  What is the projected attendance of your event?

 

7.  Are there any Student Services you require in planning/ executing

            your event?

 

Important Resources and People to Know:

 

1.  It is imperative all senators familiarize themselves with the 2006-2007 ASOC Funding Guidelines.  These guidelines enable senators to both answer questions posed by students and clubs/ organizations and grasp the mechanisms of funding allocation with greater confidence.

 

2.  Meet and talk with Gabriela (Accountant) for understanding of funds processing after it has been awarded to clubs.