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How Funding Works |
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This is a very basic guide to getting funding from the ASWC (through the student government, the Council of Representatives). For more detailed information, please read the ASWC Funding Policies.
Funding for student organizations may be received through COR by filling out the online funding request form. Most COR funding is allocated during Block Funding, which is held early in the semester. Block Funding allows organizations to request funds for events which occur later in the semester. Funding for events taking place more than a week after Block Funding will not be considered before the Block Funding meeting. Any funding request may still be made after Block Funding, of course.
Block Funding requests must generally be received a week before Block Funding occurs. They are considered on a first-come, first-serve basis, so the sooner requests are received, the earlier COR will consider them.
Once you have submitted a funding request, you may check its status through the ASWC website by going to: http://www.aswcpoets.com/funding.
For regular requests (outside of Block Funding), there are several steps to the process. First, the request must be given to COR before a regular meeting, at which members of COR will be informed that funding is being requested. This is called a "first reading" and allows COR members to gain input from their constituents. At the NEXT COR meeting, the request will be considered, and the Budget Committee will inform COR as to whether the request satisfies the requirements of the Funding Policies. At this point, COR members may ask questions, debate the issue, and vote on it.
Several things can happen with a funding request once COR receives it. COR may grant the request in full, grant part of the request, deny the request, or "table" the request, meaning that the event will be discussed at a later time.
If a request is granted, the organization should work with the ASWC Treasurer (ASWC_TREAS@poets.whittier.edu) and the Office of Student Activities to fill out the necessary paperwork to use the funding. Generally, the organization will have to pay for whatever COR has approved and then send receipts to the ASWC Treasurer. At this point, the organization (or individual representing the organization) will be issued a reimbursement check. In certain circumstances, the Office of Student Activities can issue an advanced check, typically whenever a contract is necessary.
Please be aware that organizations cannot be reimbursed for funding COR did not approve of. In other words, if COR says you can buy $1,000 worth of mints, you cannot spend that money on hiking boots without COR's permission. You must also submit receipts to the ASWC Treasurer within three weeks of the event or you may not receive any reimbursement at all!.
If you have any questions, please contact the ASWC Treasurer or drop by the COR office in the basement of Hoover!
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