You can download the ASWC Funding Policies here.

A. “Organization” shall refer to all clubs, social and honor societies, and student associations, as recognized by the Office of Student Activities.

B. “Request” shall refer to any request for funding from COR by eligible Organizations and shall consist of a proposal, or Funding Request Form, describing the Event and how it benefits the needs, interests, and concerns of the ASWC, including an itemized costs list, to be turned in to the ASWC Treasurer.

C. “Funding” shall refer to funds allocated by COR.

D. “Treasurer” shall refer to the ASWC Treasurer

E. “Committee” shall refer to the Budget Committee.

F. “Event” shall refer to any program or event being held by an Organization and for which a Request is being made.

G. “Series” shall refer to a group of up to three closely related Events taking place within one semester.

H. “OSA” shall refer to the Office of Students Activities.

I. “ICC” shall refer to the Inter-Club Council.

J. “ISC” shall refer to the Inter-Society Council.

K. “College” shall refer to Whittier College.

A. Organizations must be officially recognized and registered by OSA and in good standing with the ICC, ISC, and/or Recreational Sports Council.

B. Organizations with negative account balances that submit Requests will not be taken into consideration until they regain full rights through OSA to hold events or programs, or reserve campus facilities.

C. Funding will only be considered for Organizations and Events open to all ASWC, unless decided upon by COR based on benefit to the College and the ASWC.

A. Requests must be made at least 10 business days prior to Event date.

B. Requests made after the date of an Event will not be considered.

C. Requests for events not registered with OSA will not be considered.

D. Funding will be in accord with all ASWC Funding Policies.

E. Organizations must post publicity in public areas as designated in the Poet Guide and the Whittier College Student Handbook.

F. It is the responsibility of the Organization submitting the request to inform OSA and the Treasurer of a change in date or location from the original request; failure to notify may result in loss of funding, at the discretion of COR.

G. Any Organization or representative thereof that willfully submits fraudulent documentation may be denied COR funds, at the discretion of COR, and will be referred to the Dean of Students for alleged violation of the College Code of Student Rights and Responsibilities.

H. Funding is not allocated to Events that charge entrance fees to ASWC. Depending on the funds available, COR will attempt to allocate enough money to eliminate the need for an entrance fee. Organizations planning to charge an entrance fee for an Event must indicate clearly on the Funding Request Form the amount of revenue expected from ticket sales and must return that revenue to the COR general account or risks its eligibility for future Funding.

I. Funding is not allocated towards costs of costumes or equipment that cannot or will not be reused or available for re-use by future ASWC.

J. Funding is not allocated to benefit guests of the ASWC; entrance fees must be charged or guests must pay amount according to expenses incurred and Funding Policies allocation.

K. Organizations are encouraged to fundraise and find other sources of funding.

L. Events which are part of a Series shall be considered individually for Funding.

M. Committee recommendations are not binding; Funding is allocated based on approval by COR.

N. A list of the amounts allocated (during Block Funding) will be made available to students, staff, and faculty of Whittier College upon request.

O. All decisions for approval of Funding by COR are final.

P. All rules and policies are at discretion of COR.

A. Block Funding shall take place during the fourth week of each semester.

B. Events taking place more than one week after Block Funding will not be considered before Block Funding.

C. Procedure during Block Funding shall be the same Funding Procedure as stated in the Funding Code, with specific dates and deadlines determined by the Treasurer.

D. Organizations hosting a Series may only submit one Request during Block Funding.

E. All requests will be considered on a first come, first serve basis, as received by the Treasurer.

F. All Block Funding Requests and OSA Event Planning paperwork must be submitted one week before Block Funding or by the date determined by the Treasurer.

A. SUBMISSION OF REQUESTS

1. Organizations may request Funding at any time during a semester, in accordance to the rules and policies of Block Funding.

2. Before submitting Funding Request Forms, Organizations must complete and submit their Event Planning Forms to OSA, reserving (through OSA) the date(s) and location(s) of events for which Funding is being requested. The Funding Request Forms and Event Planning Forms must be completed and submitted to the Treasurer by the stated deadline to be considered for Funding. Incomplete Requests will not be considered.

3. The Committee will not be responsible for Requests that are lost or late due to improper submission.

4. With the advance approval of the COR Treasurer, the Committee will attempt to accommodate any organizations that are unable to have their Funding Request Forms ready by the stated deadline due to legitimate reasons.

5. The Committee will not consider requests if adequate information is not supplied in the submitted Request.

6. Requests are treated on a first-come, first-serve basis; it is to an Organization's advantage to submit any Requests as soon as possible and by the designated deadline (during Block Funding).

B. THE APPROVAL PROCESS

1. After a Request has been received by the Treasurer, it will be submitted as a bill to COR and receive its first reading at the next available COR General Meeting.

2. A member of the Committee may contact the Organization requesting Funding in order to discuss its Request.

3. After Committee members have reviewed a Request, the Committee will make recommendation(s), based on the ASWC Funding Policies, to COR for approval.

4. Any Request for over $1,000 (one thousand dollars) requires that a representative of the Organization present the details to COR at a general meeting; however, it is to the advantage of an Organization to have a representative present at the COR meeting to answer any questions, regardless of the amount being requested.

5. A representative advertisement must be presented for approval of Funding and may be requested by COR or the Committee.

6. The Committee shall provide a written response to the Organizations requesting Funding within two weeks of COR's approval; the Committee reserves the right to table requests for further research or discussion.

C. THE DISBURSEMENT PROCESS

1. Funding will remain in the COR General Account until they are needed to pay for an Event.

2. Organizations should plan well ahead and contact the Treasurer at least two weeks before an advance check is needed to ensure that the Business Office will have the check ready in time for an Event.

3. A Check Request Form is to be completed and signed by the Treasurer and/or the OSA Director upon presentation of the original and itemized receipt(s), signed contract, and/or invoice of expenditure. The aforementioned documents must be attached to the Check Request Form for processing by the Business Office. Copies of all the aforementioned documents shall be kept for records of the Treasurer and the OSA Director.

4. If within three weeks after an Event's scheduled date, no action has been taken by members of an Organization to present documentation for the Event's expenses, the Committee will assume that the Event either did not occur or occurred without need of Funding and, accordingly, the funds allocated for that Event shall be reallocated to other ASWC COR-approved expenses during the same semester. Such reallocation is at the discretion of the Treasurer.

5. Organizations may not reallocate the approved Funding to other Events without the explicit approval of the Committee or the Treasurer. An Organization cannot redistribute Funding for an Event, but must follow the itemization submitted on its Request for that Event (i.e. if you are allocated fifty dollars for decorations you are not authorized to spend it on food).

6. It is the responsibility of the Organization to turn in the necessary documentation for reimbursement on time and according to itemization.

A. Events

1. COR will fund a maximum of $5 (five dollars) per student for bowling excursions, miniature golf, and other related participatory activities.

2. COR will fund a maximum of $10 (ten dollars) per student for concert, theme park, theatre tickets, and other entertainment events.

3. ASWC funds allocated for speakers or live musical entertainment will not exceed $600 (six hundred dollars) per event, not including traveling or lodging expenses, unless decided upon by COR based on background and benefit to the college.

4. The maximum amount to be funded for a professional DJ is $300 (three hundred dollars). A maximum amount of $100 (one hundred dollars) will be allocated to a non-professional student DJ.

5. COR will allocate a maximum of $8.50 (eight dollars and fifty cents) per expected person for meals provided by Bon Appetit.

6. COR will allocate a maximum of $3 (three dollars) per expected person for snacks and desserts provided by Bon Appetit.

7. COR will allocate a maximum of $10 (ten dollars) per expected person for meals obtained through outside vendors.

8. COR will allocate a maximum of $4 (four dollars) per expected person for meals on camping trips.

9. COR will allocate a maximum of $50 (fifty dollars) per event for decorations.

10. COR will allocate an amount per mile in accordance with College policy to reimburse ground transportation; mileage must be calculated.

11. COR will fund publicity for Events organized by Organizations such as printed flyers, banners, etc., at a rate of $10 (ten dollars) per event.

12. Organizations are encouraged to request pack-outs from Bon Appetite for BBQs and similar meal activities.

13. Social Societies may be allotted up to $100 (one hundred dollars) to each society for their open houses (or rushes) in the fall semester.

14. Honor Societies may be allotted up to $100 (one hundred dollars) per academic year to go toward their initiation dinners.

15. COR will be open to volunteerism projects.

B. ASWC funds will not be used for any of the following purposes:

1. The hiring of legal counsel for any purpose.

2. Student airfare, competition fees, conference fees and/or meeting fees and similar event fees.

3. Events used as fundraisers for student groups.

4. Community service or charitable organization donations.

5. Organization retreats, or overnight planning meetings with the exception to the bi-annual COR retreat which will draw funds from the Operations Budget.

6. Conference, convention, or similar event fees.

C. Equipment, costumes, uniforms: Equipment purchased with ASWC Funds becomes the property of the ASWC and must be returned to COR after the event for which it is used. All equipment will be stored and managed under the supervision of OSA, and all student Organizations may request to use it. Students are to sign out equipment and be held accountable for returning them to OSA. Failure to return the equipment in a timely manner is a violation of ASWC Funding Policies and will be dealt with according to the rules below:

1. The item will be charged to the given organization's account and the violation will be filed with the organization's account balance history and taken into consideration in the future fund allocation processes.

2. Exceptions will be made for personal items that cannot be returned, such as athletics t-shirts, make-up, et cetera.