c.   Budget Proposals shall include descriptions of all projected income (allocation, self-generated funds, and interest on ASA, OUD, and Endowment accounts), projected expenditures, and projected carry-over balances in ASA, OUD, and Endowment accounts.

i.       Proposed needs should be estimated as accurately as possible, based on a club's plans and projected reasonable expenses and revenue. No attempt should be made to underestimate or exaggerate requests.

4. EXPLANATION AND JUSTIFICATION OF BUDGETS

a.   These areas should constitute the main body of a club's proposal and should be the initial area of consideration by the Allocation Committee, keeping in mind at all times the goals of the club sport organization involved and of the overall Club Sports Program.

i.       TRAVEL

1.      Travel is defined as the use by a club of facilities other than those customarily used.

2.      A club should justify its travel, for instance, as a way of obtaining competition on its own level of ability. Hence, a consideration in supporting travel is whether the same competition can be obtained closer to home.

3.      Clubs should attempt to combine matches in one geographical area to a single trip (e.g., several competitors may be located in the Chicago area).

4.      Clubs should give financial support only for the minimum number or players needed to compete on the road (e.g., the number to play, plus necessary substitutes).

5.      All expenses (food, gas, lodging) should be fully explained and should be based on the minimum number traveling as noted above.

ii.       EQUIPMENT

1.      Financial support should be given only for equipment which is retained for permanent club use and which is used only during club activities. This is to include individual equipment (e.g., uniforms) which is necessary for club activities, but which the individual member would not otherwise be expected to have.

2.      Expenses should be itemized and considered in relation to the club's current equipment and its necessary maintenance or replacement.

iii.      FACILITIES AND OFFICIATING

1.      A club requiring expenses for facilities or officiating should give a detailed explanation (e.g., in terms of the number of officials per match, number of matches requiring officials, cost per match).

iv.      FUND RAISING

1.      In many cases, a club sport organization’s Allocation Funds fall short of its needs. Therefore clubs are expected to engage in fund raising activities. Specific expectations are listed in Classification Responsibilities section. Accordingly, the following approach to fundraising has been established:

a.   In detailing the current year’s financial activities, club sport organizations should list and explain any fundraising activities undertaken in the current academic year, or projected to be undertaken prior to the completion of the current academic year.

b.   In projecting the upcoming year, club sport organizations should list and explain any fundraising activities projected to take place between the end of the current academic year and the end of the upcoming academic year.

5. CRITERIA

a.   Proposals should be written and reviewed on the basis of the Allocation criteria, which include the following categories:

i.       Explanation and justification of budgets; and

ii.       The nature of expenses; and

iii       The performance of club's duties as outlined for each category.

b.   Club sport organizations must meet the following requirements to be eligible to receive Allocation funds.

i.       Must have been a recognized club sport organization since at least November of the current academic year; and

ii.       Must be “Active” as defined under Annual Activation Requirements; and

iii.      Must have a minimum Classification of “C.”

a.   For each club sport that is eligible for Allocation funds, and that submits an Allocation Proposal:

i.       Each member of the Allocation Committee shall determine an amount of Allocation Funds that he/she believes the club sport organization should receive (Committee Member Amount or CMA).

ii.       The Club Sports Coordinator collects the committee member figures for each club sport organization.

iii.      The highest and lowest committee member amount (CMA) figures are discarded.

iv.      The remaining committee member amount figures are totaled (Total Committee Amount or TCA).

v.      The total of the committee member amount figures are averaged (Committee Average or CA).

vi.      Classification Level for the following year, (Classification Level Adjustment or CLA) is factored into the equation as follows, and results in the Adjusted Committee Average or ACA:

1.      For each “A” club sport:

a.   10% of each “A” club sport organization’s Committee Average is added to the Committee Average for that organization.

2.      For each “B” club sport:

a.   The Committee Average remains the same

3.      For each “C” club sport

a.  10% of each “C” club sport organization’s Committee Average is deducted from the Committee Average for that organization.

vii.     The Adjusted Committee Averages for each club sport are totaled (Committee Total or CT).

viii.    The amount of Allocation funds available (FA) is divided by the Committee Total (CT) to determine a multiplier (M).

ix.      Each club sport organization’s Adjusted Committee Average (ACA) is multiplied by the multiplier (M) to determine each club sport organization’s Allocation Amount (AA).

x.      Adjustments to Allocation Amount result in the Final Allocation Amount:

1.      Clubs that submit proposals after the deadline:

a.   5% (P) of each club sports’ Allocation Amount (AA) will be deducted from that organization’s Allocation Amount.

2.      Clubs that overdrew their previous year’s Allocation Amount or their Associated Student Activities account:

a.   The overdraft amount (O) will be deducted from the Allocation Amount (AA)

3.      Any fines (F) owed by a club will be deducted from the Allocation Amount (AA)

xi.      Numeric formula for Allocation process:

1.      Σ of CMA = TCA

2.      TCA / number of CMA = CA

3.      CA +/- CLA = ACA

4.      Σ of ACA = CT

5.      FA/CT = M

6.      ACA x M = AA

7.      AA - P - O - F = FAA

xii.     Each club will be notified of its Final Allocation Amount (FAA) in September of the academic year in which the Allocation funds may be used.