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brief overview of the allocation process for the 2020-2021 school year so this is for all new and returning student groups so starting off with the allocation request form so all information that you're going to need to start your allocation request can be found on our student government website which is morningside sg.com so we can head over there now i'm just going to do a sample so you can see how the allocation request process works so far still head to our website and if you go under student organizations and the allocations tab is where you'll find all the information you need the first important thing on this page is going to be the remaining allocation balance so this number is going to be updated every tuesday after our senate meetings which are at 6 30 in the student government office um this is the total available funds that we have for allocations um each group that is registered with student government is eligible to receive up to five thousand dollars and this can be at different times or all at once um so each tuesday once groups allocate whether they're approved or not this number will continue to change and go down throughout the school year next is the allocation process so this video kind of summarizes these points here but if you need to look back this is the checklist that you should follow when submitting an application and the steps that follow for the allocation process and finally are some guidelines for allocation requests so these are just some of the more basic and most common guidelines that groups have questions on um or just are concerned about when submitting an application so more information on guidelines can be found in our bylaws or questions can be sent to myself at my email which is listed here so the next step once you are a registered group and you're ready to request an allocation is to go ahead and click this allocation request form so that's just going to take you to a basic google form you'll put your group name so i can give an example here i'll put student government followed by the president's email of your organization then the student contact email so the student contact email for the allocation process you typically want to make that the treasurer of your organization um or maybe the student that's going to be handling your finances for the event and then the advisor email so once you submit this form that lets me know that you guys are ready to request an allocation this year since we're going all paperless our allocation request forms will be via adobe sign so once you have all that information set you will receive an email that looks something like this um it's through adobe sign for uh the allocation request form so you're just gonna select review and sign and this is gonna be sent to the members of your organization based on the order in which you completed this form so this document is first going to be sent to your president again these are some of the basic guidelines that we outlined and talked about on the website earlier so feel free to look through that before you start your application so just starting here all asterisk sections need to be completed before you can submit this form so i'm just going to go through and do just some basic information so name of organization student government this next section here is your account number so this will be the number that is listed every organization should be registered with the business office and have an account there that's going to be how we'll transfer the money from student government's account through an interdepartmental transfer into your organization's account on campus i'll just make up a number there um faculty contact is just going to be your advisor i'll just put some basic information in [Music] here alrighty is your organization registered with student government um so like i mentioned before in order to receive an allocation from student government you must be a registered group if you have not done so already um the easiest way to do it is just to head back to our website go to the student organizations tab and select new group and you can complete the form from there so back to our form uh amount requesting so this is just gonna be um your expected amount so let's say i'm requesting 150 what is the purpose um maybe i'm throwing an event on campus you can be a little bit more detailed here so maybe i'm going to say hosting a speaker for campus the date of the event and then specific information um this is just helpful for both the senate and the finance committee to take a peek at when we're trying to get a good breakdown of your of your finances so since this is an on-campus event i'm not going to need any specific money for anything the next question is just asking for the detailed financial information of your group for the entire year so this can just be sent via email to myself just a simple form will do it doesn't have to be anything fancy next is going to be listing specific incomes for the event so let's say you received a grant from a community organization to help put on this event and maybe you just need a little bit of extra funding through student government um so you could say that um community funding i received ten dollars um and then a detailed expenses um so maybe i'm requesting fifty dollars for i don't know a speaker system or something like that how many members are attending um and then this event is just or this section is if you will be staying overnight for a conference or anything like that just include some more information i'm going to put n a um and then how will this allocated event benefit our campus so just take the time here to put a couple sentences this is really important for the finance committee and our senators to look at to know how this event is not only going to benefit you and your organization as students but also morningside as a whole so you can add some information here i'm just gonna type out some numbers just to complete the form um so then we get to the very bottom and this is gonna be where the president will sign so like i said this is going to go first to your president so if you want to have your student treasurer there or your student contact to fill out the form they would need to be there in person or assisting via zoom or something like that to help fill out this form so the president's gonna sign you can type it or you can draw it you can do it on your phone there's a lot of different options so i'll just sign my name here [Music] and type it in and hit apply um so once i send that through and hit click to sign that form is now going to go to your student context so i've set mine up to go to um kiki bennett so she would receive it next and she would sign and from there it would get sent to john smith who i listed as our contact for um our advisor and once that's done you'll we can move back to what your next steps are let's go over here so after that form is submitted all that information will move on to the financial committee uh and the finance committee for student government so this group just takes a peek at the form make sure all the information is correct if it is and if it passes through i'm gonna send you an email to the financial student contact that you listed and let them know that hey your allocation request has passed through the finance committee it'll now be moving to the senate and if it did not pass i'm going to email you back and just let you know hey maybe you missed the section on the application or something like that after it passes through committee the allocation will then need to be presented to the senate this occurs in chronological order so if i received a request from group a at 9 20 pm and then a request from group b at 10 pm group a is going to present first and then presentations no more than five minutes just a little conversation about what your group is what your event is you that you're planning to use the allocation for maybe a little bit more of a budget breakdown on how you're planning to spend your allocation and then senators will be allowed to ask questions throughout that presentation so if the senate passes a majority vote is needed to pass the allocation so if you receive that majority vote and your allocation is completed you'll move on to the next step which is filling out an interdepartmental transfer form um so i will email you this slip um for instructions so all the starred areas are what need to be completed by your group um so you'll need to put your name that is listed on your account here and then that account number um that is listed through the business office for your group a short description and then the signature of your advisor is listed here as well as the date um once you email that back to me i'll fill out the rest and get it off to the business office so that money can be transferred into your account um so once you've completed your event and you've used your allocation funds any leftover funds is just going to be transferred back using the same form last time just the other way back towards student government account all receipts that you use from the event um can be scanned or taken a picture of or something like that and then emailed back to me just so we can keep track of those expenses we do undergo an audit each year so it's important that we have that information on file and then finally a follow-up form is going to be sent using the same adobe sign feature that you use to complete your allocation request form this is just uh a brief follow-up on how the money was spent how the event impacted your group and how it will impact campus and things like that and that form has to be completed within two weeks of the event if you have any questions about the allocation process any of the bylaws or any of the documents that you need to submit or request feel free to email me at mrm 019 or just stop by the student government office and i would be happy to in the answer any questions you guys have so thank you so much and have a great rest of your year