Funding Questions

• I have a question with the allocated amount. How do I appeal?
  
  Please turn in an Appeals Form to the Information Desk on the third floor of Price Center. Alternatively, you may e-mail the information to the V.P. Finance at asvpfinance@ucsd.edu. An advisor DOES NOT have to review the Appeals Form for you to submit. The deadline to appeal is different for Weekly and Quarterly/Annual Funding. For Weekly Funding Requests, the deadline is the Tuesday at 12 pm following the SOFAB Allocation Decision. You will know the results by the end of Monday. For Quarterly/Annual Funding, the deadline is the Friday 12 pm of 8th Week. Please take a look at the Samples and Examples (hyperlink) for how a GOOD Appeal Form should look like. Please take a look at Strategies for More Funding (hyperlink) for things the A.S. Finance Committee typically looks for during the Appeals Hearing which will be scheduled Wednesday 5 pm of 9th week in the Student Leadership Chambers.
  
• Why did my funds get frozen?
  
  Your funds got frozen most likely due to one of the following reasons:
  
  
  1. The A.S. Financial Controller noticed that a student organization spent student fees on the following two items (most likely by tracking receipts or auditing an event)
     1. Any event that is not open to all undergraduate students at the University of California, San Diego
     2. Personal financial gain
        Example: The Davey Jones Locker Club asks for a $10,000 underwrite for an event. The Associated Students grants the organization this underwrite. The President receives an advanced check from the Student Life Business Services. Several days later, the President of the Davey JonesÕ Locker Club is found on national television in a World Poker Championship Tournament and declares that he is gambling with student fees. The Davey Jones Locker Clubs Student Organization Income Account will be instantly frozen and a Judicial Board Hearing will follow as soon as the President returns to the University of California, San Diego from some hotel in Las Vegas.
  2. A student organization overspent allocated money for an event and now is in debt to the Associated Students. The Student Organization Income Account will be frozen until the student organization pays the due amount. Not only will your organization account be frozen, but you will not be able to sign up for classes and graduating seniors will not receive their diplomas until the outstanding balance is paid back to the Associated Students.
     Example: The Davey Jones Locker Club was allocated $30 from the Associated Students to an event. The Financial Controller of the organization made a mistake and spent $35 and charged it to the student account. The Davey Jones Locker Club now owes the Associated Students $5. The Student Organization Income Account will be frozen until an organization pays this balance to the Associated Students. Because they are the Principal Members of the organization, the President, the Financial Controller, the Secretary, and the Historian are not allowed to sign up for classes or receive their graduating diplomas until the outstanding balance is paid back.
  3. A student organization did not pay back an allocated underwrite to the Associated Students within 30 days. Not only will your organization account be frozen, but you will not be able to sign up for classes and graduating seniors will not receive their diplomas until the underwritten amount is paid back to the Associated Students.
     Example: The Davey Jones Locker Club asks for a $10,000 underwrite for a fundraising event. The Associated Students grants the organization this underwrite. The event is not as successful as the members of the student organization had hoped and the organization is now in debt to the Associated Students to the amount of $5,000. Because they are the Principal Members of the organization, the President, the Financial Controller, the Secretary, and the Historian are not allowed to sign up for classes or receive their graduating diplomas until the outstanding balance is paid back.
  4. A student organization violated a contract with the Vice President Finance.
  
  
• What is the difference between a Weekly, Quarterly, Annual and Tradition Event?
  
  

  	Deadline	Funding Cap	Appeal Deadline
  Weekly	6 weeks prior to event	$200	Tuesday 12pm following the SOFAB allocation decision
  Quarterly	12 pm Friday 5th Week of Quarter Prior	None	Friday 12 pm of 8th Week
  Annual	12 PM Friday 5th Week of up to 2 Quarters Prior	None	Friday 12 pm of 8th Week
  Tradition	None	None	Contact asvpfinance@ucsd.edu

  
  

Advanced Questions

• How do I figure out the costs for box office prices and security prices?
  
  The advisors are highly trained in calculating these prices, but if you would like to calculate these prices yourself I will do my best to write out how. First of all, the Box Office determines the number of ticket sellers, ticket takers, and supervisors. The rates are the following:
  1. Ticket Prices
     Box Office - .08 cents per ticket
     Box Office - .05 cents per complimentary ticket
     Outlet price - .25 centes per ticket paid by sponsor/event. Patrons pay ticketmaster convenience fee added to each ticket
     Ticketmaster phones - 2.5% of ticket income is paid by the sponsor/event. patrons pay the Ticketmaster convenience fee added to each ticket
     
  2. Handling Charge
     Associated Students, Student Organizations and Colleges $25.00
     University Departments - $100.00
     Off-campus Organizations - $150.00
     
  3. $8 Escort Fee for any event that does not take place in the Price Center
  4. Staff Rates
     Staff – Number of hours worked times hourly rate + Workers Comp. There is a (2) hour minimum.
     Currently the rate is $8.00 for ticket sellers and ushers. $11.00 for House Managers.
     Box Office – No charge for regular Box Office hours. Additional opening charged at the numbers of hours worked (two hour minimum).
     
  5. There's more to Box Office sales!! Contact the Box Office directly or your advisor for more information. Hope this gave you a better idea of how your Box Office money was broken down into.
  6. We will be providing more information on how security gets calculated on the next round of updates.
  
  
• How does AS handle Philanthropy and Cultural Graduations?
  
  Philanthropy Events
  Generally, the Associated Students grant underwrites to fundraising events. Exceptions are made for Philanthropy Events given that 100% of the profits go to a charity or charitable causes.
  
  Cultural Graduations
  The Associated Students typically will not allocate money towards items on the non-priority list found on page 8 of the A.S. Funding for Dummies (make hyperlink). Exceptions have been made in the past and this tradition will be honored even with the upcoming changes made in the handling of A.S. Finances.
  
• What is AS's policy on funding alcohol at events?
  
  The A.S. Funding Guide refers to 'exceptions' regarding reimbursements for alcohol. Here are some of the policies that exist that do not allow alcohol at events at the University of California, San Diego.
  
  
  • The Financial Bylaws currently cite exceptions of alcohol to Travel Diem Policy. Such policy no longer exists. The Travel Diem Policies may be found here:
    http://blink.ucsd.edu/Blink/External/Topics/Policy/0,1162,16689,00.html
  • The Associated Students will be exploring this internally. For now, please keep in mind that purchasing alcohol with student fees is not allowed. Alcohol purchases with student fees will not be reimbursed.
  
  
• What is AS's policy on community service travel?
  
  Community Service Travel is travel that allows a student organization to participate in off campus community service projects. Alternative Spring Breaks or Habitats for Humanities are organizations that participate in Community Service Travel. The cap for this travel is $200 per organization per year.
  
• How would I get more funding?
  
  
  • Appeals - Funding Requests usually go to the Student Organization Funding Advisory Board (SOFAB) for review. This board makes a recommendation to the A.S. Finance Committee who will then approve or not approve the recommendations made by SOFAB. During Appeals, the A.S. Finance Committee will directly hear the Student Organization and will make a final decision on the appeals approval. In the past, Student Organizations may meet with the Vice President Finance who may also make a recommendation to the Finance Committee on behalf of the student organization.
  • Criteria The A.S. Looks For In Appeals - The Associated Students generally look for these things when considering appeals.
    1. Did SOFAB make a genuine mistake? - SOFAB representatives are people and sometimes makes mistake. These are the easiest to correct.
    2. Are a lot of people involved in this event? – Student Fees are collected from every undergraduate student here on this campus regardless of whether a student agrees to the assessment of this fee. Because every student pays, the more students an event affects, the higher priority it is for the Associated Students to allocate money towards.
    3. Is there a lot of hard work put into the event? – If there is a lot of hard work going into the event, the Associated Students will do everything it can as an organization to match that passion. After all, the Associated Students is here to support the students no matter how small the cause. What doesn't make up in numbers, we ask that students make it up in passion and dedication to the cause.
    4. What is the return of the event to the Student Life here on campus? – This pretty much sums up the above 2 questions. Student Events are in some ways an investment of the Associated Students on behalf of the undergraduate students at UCSD. The greater the return, the more willing the Associated Students is willing to invest in your event.