Student Organization Event Guidelines

I. Fourteen days prior to an event, student organizations wishing to sponsor an event must first fill out an approval form from the Student Services Office. Details for filling out the form are as follows:

a. Both the President and Treasurer of the organization must sign the request form.

b. Only organizations that have been approved by the School and have attended the Budget meeting will be eligible to receive money from the SBA budget. Each organization is allotted a set amount of money each semester, and the money for an event will be deducted from that set amount.

c. Contact Person – Only the President or Treasurer of the organization can fill out the form and will be listed as the contact person on the form.

d. Name of Event – The complete name of the event and a brief description is required in order to receive funding.

e. Travel Section – If the organization is using SBA-allotted money to fund a trip involving airline tickets, call the Travel Company at (314) 432-6020 and ask for a Saint Louis University agent to assist you in creating an itinerary. Ideally, all arrangements involving airfare should be planned at least 21 days in advance. Otherwise, there is 14-day minimum advanced purchase requirement. If the itinerary is acceptable, the event form needs to be given to Pam Scholl within 24 hours so that she can confirm flight plans. If the flight can be purchased for less through the Internet, then the flight will have to be a reimbursement. (The organization or person will pay for the arrangements and when Pam Scholl is presented with receipts and an event approval form, she can write a check for the amount.) This arrangement requires a printed copy of the itinerary from The Travel Company to show the amount that it would have cost to go through the agency.

f. SBA Allotment – This line is access money that the SBA allotted to the organization in the semester’s budget. (The only exception is spot funding – a small amount of funding set aside for emergencies and exceptions and is not generally accessible except under special circumstances).

g. Law School – This line is a request for money from the Dean of Student’s Fund, which is a very limited source of funding and is not a primary source for student organizations. This fund is for isolated situations where funds are not available elsewhere or for students not affiliated with a student organization.

h. Other – Special circumstances with other organizations or special arrangements with Deans, etc.

II. Someone from the Student Services Administration will check to ensure that requested funds are available, and will then send the form to the SBA Treasurer, who will then verify the funding and the event to ensure compliance with school policy and then return the form to the Student Services Administration.

III. The Student Services Administration will then give the form to the Dean of Students, who will verify the amount of money and the validity of the event and approve the form.

IV. Lastly, the Student Services Administration will send the form to the Financial Coordinator (in Queen’s Daughter’s Hall) who will verify the information on the form and will write the check or pay the invoice, etc.

V. The contact person will be notified via e-mail of the ability to pick up checks.