from SGA when they already have funds in an agency account, a budget breakdown may be requested explaining the intended allocation of those funds.
Documents must be submitted two( 2) business days prior to the appropriate SGA meeting in order to be placed on the agenda.
202.3 Step 3: Present to SGA Once completed paperwork is submitted to the Student Life Coordinator, the activity request will be placed on the appropriate SGA agenda. Non-club affiliated requests will be presented at the SGA E- Board meeting. Clubs present their activity requests at the SGA Business meeting.
At least one( 1) student or club representative is required to present at the meeting to briefly describe the activity and answer questions as needed. The voting members have the right to ask for more information or for a revised request prior to conducting an official vote. If a representative is not present due to an unexcused absence, the activity may not be discussed for a vote. Virtual attendance is permitted for Eastern Florida Online clubs. See the Student Government Association Constitution & Bylaws( Appendix A) for information about SGA meetings.
If an activity is not approved by the SGA E-Board and / or Student Life Coordinator, the decision may be appealed to the Associate Dean of Student Life.
202.4 Important: Before Official Approval During the interim period before official approval has been granted, no marketing, purchases or commitments of the College may take place.
202.5 Step 4: Administrative Review Upon receiving a vote of approval from the SGA and the Student Life Coordinator, the Associate Dean of Student Life and the Dean of Students will review the documents for approval. If the request is over $ 1000, the Vice President of Academic and Student Affairs will also need to review before final authorization may be given. The Student Life Coordinator will notify the individual, group, or club via email once the activity request is officially approved. From that time forward, advertising and planning may commence.
Once an activity request is approved, any increases in budget expenditures or other significant changes must receive additional approval in front of the SGA and from all signing authorities. Any unexpended SGA funds remaining after completion of the activity return to the SGA.
202.6 Step 5: Planning Review Planning Activities( Section 203) and Marketing Activities( Section 204) for more information. An Activity Checklist is available for download with a helpful timeline and inventory list for planning. All activity expenses should be tracked to ensure proper management of funds; the Budget Tracking form is available for use.
202.7 Step 6: Post-Event Requesting parties are required to submit a Post Event Report and Budget Tracking form to the Student Life Coordinator within one( 1) week of the activity and present the activity results at the next SGA
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