Instructions for Electronic Allocation Submissions
For your convenience, this year’s allocation packet and materials can be submitted electronically. However, because this new method of submission will serve to expedite the process of applying for an allocation, if your organization chooses to submit its request online, it is much more important that you pay close attention to detail in order to ensure that your submission is complete. So, the following instructions have been provided in order to ensure that you have turned in all of the required paperwork and made all of the needed arrangement in order for your allocation request to be considered.
Provided in the following file are both instructions for successfully submitting your allocation materials and forms that must be completed in order to request funding from the Associated Student Government. The use of these forms requires MS Word. If you don’t have this, feel free to use the computers located in the Center for Student Involvement in order to complete these forms.
The first page details information that will guide you as you complete the necessary forms, submit the needed documentation, and schedule interviews for your organization’s funding request. This information is vital to your organization’s funding for the next year, so please, be sure to read it!
Pages two and three contain the Associated Student Government’s general guidelines for funding allocation requests. On these pages, you’ll notice that, for example, ASG can only fund up to 25% of your members’ costs for registration at a conference. It’s important that you keep these details in mind as you complete forms requesting funding, because should you request 100% of your organization’s registration costs, your request is likely to be denied.
Page four asks you to provide some basic information about your organization. Even though you probably already turned in a sheet concerning your organization’s registration information, these fields are specific to funding requests, so make sure that you complete this in as detailed a manner as possible.
Pages five, six, seven, and eight are worksheets designed to enumerate your funding request in terms of your estimated plans for the next year. On these pages, as carefully and completely as you can, fill out the portions of the form that pertain to an event that you’re planning on hosting for the next year for which you would like to request funds from ASG. So, for example, if your organization would only like to seek funds in order to attend one regional conference, complete only Section I (Travel), Section IV (Ranking), Section V (Summary), and the Total Allocations Section. Otherwise, you’ll want to complete other sections as needed.
Lastly, pages nine and ten detail model allocation request information. This part doesn’t require you to complete anything, but use it if you have questions about the forms that precede it.
You’ll also notice that the model allocation requests have included a summary financial statement. You’ll need to provide a summary of your organization’s deposits and expenditures over the last year in order to be considered for funding. So, when you’re filling out your paperwork, be sure to include this information either in an attachment, or integrated as a part of the other forms.
After you’ve compiled all of the necessary information, make sure that you’ve got the following portions completed: (1) the General Information Form, (2) the Allocation Request Forms, and (3) a financial summary of your organization’s deposits and expenditures for the 2007 fiscal year. Save these files as the name of your organization (.doc), and e-mail them to wmcginni@emporia.edu. Also, be sure that you sign up for interview times with the fiscal affairs committee, so that they have an opportunity to verify your request.
For those not familiar with electronic form submission:
Generally, follow the instructions of the worksheet. ASG’s guidelines for funding allocation requests are ‘built in’ to the structure of the worksheet.
You’ll need to enter information into each of the grey areas on the form. Of course, some may be unnecessary, like the ‘Air’ side of the travel form if you’re traveling by car. Also, don’t worry if it doesn’t look like you’ll have room to fit all of your text in the grey box; it expands as you type.
When you’re finished, save your file as the name of your organization. So, if you’re from the Soccer Club, you’d want to save the file as Soccer Club.doc. Attach this file to an e-mail and send it to wmcginni@emporia.edu.
Last Updated November 27, 2007