Co-Sponsorship: Co-sponsorship of events germane to a student organization’s purpose is strongly encouraged. Co-sponsorship cannot be budgeted for nor can it go towards SAF funded symposia. All approved co-sponsorship funds will be subtracted from a student organization’s existing budget.
Contracts: The Middlebury College employee designated by the Director of CCAL must sign all contracts made with outside vendors, performers, and speakers after the Committee has approved them. Students do not have authorization to make contracts with outside organizations, including verbal agreements, which are legally binding in the state of Vermont. Students should be aware that they might become personally responsible for the fulfillment of any binding agreement that they enter without the express permission of the Committee and CCAL.
Relatives/College Community/Alumni: It is required that clubs notify the Finance Committee if funds will go to relatives of or members of the Middlebury College community. The Finance Committee must be made aware of such plans to avoid any possibility or appearance of impropriety. Failure to alert the Committee may result in the cancellation of the event and revocation of funding. Typically, alumni, relative, or other members of the college community cannot be paid to speak/perform unless it is their sole profession.
Revenue, Process, and Donations: When student organizations charge for tickets or entrance fees to their events, the process must be returned to the organization’s account. If proceeds exceed the total cost of the event then these excess funds may be used at the organization’s discretion, with the exception of private alcohol. Allocated funds cannot be used for donations to charitable organizations or the purchases of prices of gifts, yet such excess proceeds can be used for such purposes.
The student organization can also “suggest” a donation for an event, but must make students aware that the “suggested donation” is entirely optional. Students cannot be blocked from entering events with suggested donations, nor can they purposely be made to feel obligated or guilty for not donating.
Coaches/Organization Advisers: Each organization must have a faculty or staff member who is employed full time acting as its adviser. The adviser’s name must be on file in the CCAL office. The Committee does not allocate money to fund coaches or advisers of any student organizations or club sports.
Loans: Capital may be provided for official student organizations wishing to purchase items to sell to its members and the general College community. On a date agreed to by the Committee and the members of the student organization making the purchase (usually one year from the date the loan is issued), any outstanding balance due to the SAF will be transferred to said individuals’ College bill to facilitate repayment. Loan requests can be made in CCAL and must be approved by the Finance Committee. Once approved, the members of the student organization making the purchase must contact CCAL, fill out the required paperwork and produce receipts to verify the purchase. At least one underclassman must cosign the loan.
Debt : Failure of a student organization to stay within budgetary boundaries of an academic year can have consequences for the amount of funding in the future. Any debt incurred by such organizations must be paid back according to a debt maturity schedule to be determined by the SGA Finance Chair and relevant leaders of the organization. The continuation of indebtedness beyond this plan will further hinder the future budgeting opportunities of the organization.
Campus Media Organizations: In an effort to maintain an independent and impartial press, the Finance Committee will use a separate funding model when allocating money to both The Campus and WRMC. In general, these organizations will have greater discretion than other organizations over the spending of their budget. This discretion will extend only to areas of the organization dealing with the collection, editing, and reporting of new items, as well as any other item that is tied directly to the distribution of a news source. Failure to stay within budgetary boundaries of an academic year, however, can have consequences for the amount of funding in the future. Any debt incurred by such organizations must be paid back according to a plan to be determined by the SGA Finance Chair and relevant leaders of the media.
Commons System The Commons System has developed significantly since its inception. Likewise, the SAF funding of Commons has evolved. Through mutual agreement with the College a special method of funding and monitoring the Commons has been implemented. This agreement is separate from these Guidelines and is available for review from the Treasurer of the SGA.
Individual Financial Responsibility All officers of student organizations requesting funds from the Finance Committee should be familiar with the Finance Committee Guidelines, a record of which will be kept on file in CCAL. Officers must realize the personal responsibility that accompanies the ability to request funds from the Committee, and that failure to follow correct procedures may result in said individual becoming personally responsible for outstanding balances. In these situations it is understood that the Finance Committee, through CCAL, reserves the right to transfer outstanding balances and certain charges to the Middlebury College Bill of an individual member of the College community. This practice will be sparingly employed and never without prior notification to the individual. If a situation arises where the responsible party is not an ID carrying member of the College community, CCAL and the Committee will work together to recover the funds in the most appropriate manner.
Student organizations’ accounts will not be used to cover expenses associated with damage to personal or college property occurring during use by said organization. If necessary, student organization members may meet with the Director of CCAL and the Finance Committee Chair to determine how such expenses will be covered.
Funding Period: Only activities that take place after the first day of school and before spring graduation are eligible for funding by the SAF. If is it necessary to purchase equipment, materials, or other capital additions during the summer to be used solely during the stated funding period, requests can be made directly to the incoming Chair of the Finance Committee.
Clearing Accounts: All student organization accounts will be cleared at the end of the academic year with any positive balance being transferred to the general SAF. This will occur by June 30th, but could begin as early as June 1st.