SBC Funding Requests
Student Budget Committee (SBC)
The WSA's Student Budget Committee (SBC) oversees the allocation of funds for all formally recognized student groups. They must adhere to strict policies, criteria and procedures to ensure that funds are being allocated fairly and justly to a variety of Wesleyan student groups. The SBC is here to assist student group leaders with any questions regarding the allocation process and works closely with Student Involvement staff in order to ensure that the events and experiences of the Wesleyan community are the best that they can be.
The SBC Allocation Process includes reviewing requests for additional funding from the Student Budget Committee. At times, the allocation process can appear confusing, especially if you've never dealt with the SBC before. Please read through the following before you come in to request money.
Prior to requesting money
All student organizations that utilize funds allocated from the Student Activities Fee that are disbursed by the WSA Student Budget Committee are required to review the Financial Manager Training PowerPoint and pass the quiz before they can request budget for their organization. The presentation and quiz are housed in Moodle.
Seek other sources of funding simultaneously. The SBC should not be a student group's sole source of funding, especially for amounts over $300. The use of membership dues and other means of gaining revenue, like gaining funding from other campus departments, are favorably looked upon.
The SBC abides by a strict set of criteria. They also must abide by University Financial Policies. Please read through the criteria / policies before you come in and make sure that your request meets all of the guidelines. When filling out the electronic form, it is in your best interests to be as detailed as possible (i.e. attach itemized lists, print-outs of where your figures come from, and anything and everything else that would eliminate ambiguity from your request).
Requesting Money
SBC Budget Requests should be submitted online via WesNest. This form can only be accessed by members of your student group who have been granted permission to do so by the Primary Contact for the group or by the Financial Manager. Please note that this form is only available on WesNest during the Budget Period which is from Wednesday - Friday.
- Submit your SBC Budget Request online via WesNest. The request should detail specific information pertaining to your groups intended use for the funding is. You may request to be present at an SBC hearing, however, this is not required for your request to be reviewed.
- During the hearing, be detailed with your request and be prepared to answer questions posed by the SBC. Some straightforward requests will involve few to no questions; more nuanced requests may result in more inquiries.
- After the hearing, the SBC will contact you within one business day with their decision regarding your allocation decision. You may also login to WesNest to check the SBC's decision as well.
Video Tutorial for Requesting SBC Funding on WesNest
The person registered as the organization's Financial Manager is, by default, considered the Treasurer for the group. This person will be the primary liaison with the SBC and will sign all financial documents for your group. Other members of the organization are allowed to submit funding requests and acknowledge the terms of the SBC Contract during the Request Submission process. However, only the Financial Contact must sign any and all Financial Request Forms used to access group funds through the Student Assembly Office. When the SBC informs the student group of its allocation request status, it will be sent to the Financial Contact.
Claiming your electronic funds
After the request is approved, the SBC funds will be allocated to your groups SBC smartkey found on WesNest electronically. This process may take up to five business days. To utilize your SBC funds you may either pay out of pocket to purchase items and request a reimbursement using the online Financial Request Form, upload an invoice or receipt onto the online form, or if you intend to make a large purchase you can schedule a credit card appointment.
- SBC Allocation Criteria
The SBC will use the following criteria to evaluate your group's allocation request for funding. Before applying for funding, review the following.
The SBC strongly favors:
1. Events that are open and advertised to as many Wesleyan students as possible.
2. Groups that utilize alternative sources of funding. Please consult the Alternative Sources of Funding section for more information.
3. Groups that have put on successful events in the past. The SBC will look at the past spending and efficiency of the group. These two factors are very important to the SBC's decision making process.
4. Accurate requests. The SBC strongly discourages inflating numbers - keep in mind that students, not the administration, fund the SBC, and any inflated amount decreases the amount of money the SBC can allocate to other groups.
5. Requests that are beneficial to the Wesleyan and Middletown communities.
6. Requests that relate to the group's mission statement and goals.
7. Requests that include all details associated with the event. The SBC wants student groups to be as specific as possible. Desired details include, but are not limited to, the dates of the event, specific costs and prices, venue, etc.
8. Groups that use their budgets to contribute to their events. Throughout the year student groups may have a profit from various events. The SBC encourages student groups to spend that money on future events.
The SBC does NOT fund the following:
1. Groups unrecognized by COCo.
2. A request that has not been submitted through the online allocation system at least 14 days prior to event with the SBC.
3. Events that violate University Policy
4. Donations, gifts, or prizes.
5. Food or Drink unless it directly relates to the cultural purpose of the event. Food and drink should be used for cultural exposure and not for providing full meals.
6. Program House events that are not open to the greater community.
7. Honoraria or expenses for current faculty.
8. Trips that occur over breaks.
9. Alcoholic beverages, spirits, tobacco products, controlled or illegal substances.
10. Facility or maintenance upgrades.
11. Events that are not directly related to the mission statement of the group. If a group's mission statement is too ambiguous, the SBC will require that the group have COCO approve a satisfactory revision before allocating funds.
12. Funding requests from groups planning identity months that have not met with a delegation of SBC and OSI members at least 21 days prior to any events.
13. Honoraria or expenses for Wesleyan alumni who graduated more than five years ago.
Note: The SBC Allocation Criteria does not take into account race, religion, sex, sexual orientation, gender, color, age, creed, national or ethnic origin, political affiliation, or handicap of any group sponsor or event participant.
- Alternative Sources of Funding
The SBC frequently asks groups to seek alternative sources of funding for their events. In general, the SBC prefers that groups look to other University departments in addition to applying to the SBC. There are various sources of funding on campus that give money according to certain criteria (this may vary from department to department). Such departments include the Student Activities and Leadership Development (SALD) Office, academic departments, and the Deans' Office. Here are some ideas on how to fund your event.
- SBC Schedule
Recognized student groups are eligible to submit funding requests during the SBC Weekly Meetings. Each student group must have a designated Financial Manager contact person, who should be aware and informed of all dealings with the SBC. The Financial Manager is not required to be present at hearings every time the group requests money, but they must sign off on every form the group submits to the Office of Student Involvement. The Financial Manager also has access to the group's financial information through their e-portfolio. Finally, the Financial Manager is expected to respond in a timely fashion to any SBC inquiries, should any matters arise.
Additional funds may be granted on a per-request basis at the discretion of the SBC, depending on fund availability. We thank you for a fantastic year of student activities and appreciate your cooperation as this academic year comes to a close.
- Student Activities Fee
The Student Activities Fee (SAF) is a fee incorporated into the Wesleyan tuition. It is set by students to support student activities and projects. The SAF constitutes the entire budget for the SBC throughout the year. For the 2022-2023 Academic Year, the SAF levied on each student was $300.00. Part of the money goes towards the Student Involvement Office, the Film Series, part of the Crowell Concert Series, and The New York Times Readership Program. All remaining money is distributed among recognized student groups, including larger groups such as the Argus and WESU-FM.