Student Grant Fund
Chaired by the Vice President
The Student Grant Fund (SGF) is a source of money that assists student groups and individuals when attending off-campus conferences and leadership experiences. Members of this committee are expected to thoroughly review trip logistics, financing, budget, schedule, and other criteria. Past trips funded include sending students to present papers at various philosophy conferences, sending students to Washington, D.C. for a national sustainability conference, sending students to Christian spring break conferences, etc.
Student Grant Fund Applications are due the Monday prior to the Committee meeting by 12:00 PM.
Committee Meetings – Fall 2014 - Spring 2015:
• Aug. 26th 4:00 – 5:00PM – UC Conference Room
• Sept. 9th 4:00 – 5:00PM – UC Conference Room
• Sept. 23th 4:00 – 5:00PM – UC Conference Room
• Oct. 7th 4:00 – 5:00PM – UC Conference Room
• Oct. 21st 4:00 – 5:00PM – UC Conference Room
• Nov. 4th 4:00 – 5:00PM – UC Conference Room
• Nov. 18th 4:00 – 5:00PM – UC Conference Room
• Dec. 2nd 4:00 – 5:00PM – UC Conference Room
• Dec. 16th 4:00 – 5:00PM – UC Conference Room
• Jan. 13th 4:00 – 5:00PM – UC Conference Room
• Jan. 27th 4:00 – 5:00PM – UC Conference Room
• Feb. 10th 4:00 – 5:00PM – UC Conference Room
• Feb. 24th 4:00 – 5:00PM – UC Conference Room
• March 24th 4:00 – 5:00PM – UC Conference Room
• April 7th 4:00 – 5:00PM – UC Conference Room
• April 21st 4:00 – 5:00PM – UC Conference Room
• May 5th 4:00 – 5:00PM – UC Conference Room
Student Grant Fund Committee
• Heather Hamilton, Chair
Student Grant Fund Committee By-Laws
Article I: Organization
Section 1: The Student Grant Fund Committee of the Webster University Government Association, herein referred to as SGFC, shall perform all duties as assigned to it by the Webster University Student Government Constitution and the Student Government Executive Board.
Section 2: The SGFC shall consist of the SGA Vice-President and at least three other members of the SGA as appointed by the SGA President pursuant to Article V Section 1 of the SGA Constitution.
Section 3: The SGA Vice-President shall chair meetings pursuant to Article V Section 2 of the SGA Constitution.
Section 4: The SGFC shall hold regular bi-monthly meetings and others as necessary during Fall and Spring semester.
Article II: Duties and Responsibilities of SGFC
Section 1: SGFC shall allocate SGFC monies assigned to it.
Section 2: Criteria for allocations come from in order: the SGA Constitution, SGFC by-laws, and precedent opinion.
Section 3: A quorum shall consist of half of the members plus one. A quorum is required for all voting matters.
Article III: Guidelines for SGFC Requests
Section 1: Students must submit their grant request to the SGA Vice-President no later than four weeks prior to the actual event. Groups submitting requests less than four weeks prior to the event should not expect to receive advanced funding.
Section 2: A representative among the applicants must be present at the SGFC meeting during which the proposal is assessed. If the proposal is passed, that same representative must be present at the following SGA general meeting; at which time the SGA general body will vote on it. If that same representative cannot attend the SGA general meeting, he/she must provide the name of an alternate at the initial SGFC meeting.
Section 3: The SGFC shall vote on all completed request and may adjust the amount requested, and/or make stipulations to the request.
Section 4: Positive votes by the SGFC shall be forwarded to the SGA as recommendations with the aforesaid stipulations.
Section 5: SGFC members requesting funds shall not be able to vote on their own requests must abstain.
a) If recommended for approval by the SGFC, the applicants must complete all paperwork. All travel documents must be completed and submitted to the SGA Vice President 24 HOURS PRIOR TO THE SGA MEETING WHERE THE FINAL APPROVAL TAKES PLACE. If any of these documents are not received by that time, SGA will not vote on the funding approval:
- Travel Form (listing all participants and student ID #’s)
- Signed Waiver, Statement of Responsibility and Financial Acknowledgement from each participant
- Activity Participation Certificate form for each participant
- Copy of each participant’s health insurance card. University policy requires health insurance for institutionally sponsored trips.
b) Arrange payments related to your trip and review paperwork by meeting with the University Center Director. A meeting is required regardless of how payment is coordinated. There are several ways to do this, which will include one or more of the following:
- You (and/or members of your group) will be reimbursed for your expenses. Keep all receipts and meet with the Director after your trip to handle reimbursement(s). Reimbursements must match the breakdown approved by SGA.
- You (and/or members of your group) will receive an Advance, which is a check cut to you prior to the trip. Accounts Payable will put a temporary hold on your personal Webster account until all original receipts are submitted to them. Failure to submit receipts could make you personally responsible for the expense(s).
- Cut checks directly for the conference, lodging, etc. To do this, you will need a detailed quote with the amount(s) due on letterhead from the company. You will also need to submit to Accounts Payable with the check request a copy of the vendor's W-9 form. This is available on the main Involved@Webster page under "Campus Links".
c) If a student drops out of a trip, that person must notify the Vice-President IMMEDIATELY of their decision and accept the financial responsibility for any SGF funds already spent on their participation.
- The individual dropping out of the trip and the group leader have until 48 hours prior to the trip departure to find a replacement. They must notify the Vice-President IMMEDIATELY and turn in all necessary paperwork for the new participant.
Section 7: The SGFC shall be responsible for reviewing all receipts that the people receiving funds turned in within two weeks following the workshop/conference, and the SGFC will see that all accounts are in order.
Article IV: Criteria for SGF Requests
Section 1: Students are permitted one SGF allocation per semester. Requests must be turned in using the appropriate forms available in the Student Leadership Center, the Student Organization Handbook, and online at the SGA website: www.webster.edu/sga.
Section 2: Requests are limited to $300 per individual or $1800 per group (a group
consists of six or more people).
Groups of twenty or more may request up to $2400.
All requests over $1800, regardless of the number of persons attending, must be forwarded to the SGA general body with a 100% SGF member recommendation
Section 3: Maximum limits of requests per person:
Up to $125 per person will be provided for transportation.
Up to $75 per person per night for lodging. No hotel expenses will be covered within a 40-mile radius of the Webster Groves campus.
Up to $20 per day per person will be provided for food.
No rules govern conference registration fees, expect that the total per request must not exceed $250.
Section 4: Items specifically not covered by requested funds:
Section 5: SGFC shall not allocate requests for activities in which school credit is gained.
Article V: Granted Funds
Section 1: Students whose requests have been approved by the SGA will receive funding through the University Center and the Student Activities office.
Section 2: All receipts for items must be saved and turned into the SGFC upon return.
Section 3: Upon return recipients must present an oral or written report to the next regularly scheduled SGA meeting. This presentation must also include a photo of the entire group in attendance at the event. If this requirement is not met, all recipients will be ineligible for any further SGF allocations.
- A group photo must also be turned into the vice-president by the day the group is scheduled to report back to SGA either via email or hard copy.
- SGA will not accept a group photo that is taken at Webster University either before departing or upon arrival back to campus.
Section 4: Any misuse of funds will result in the students being held accountable for such funds.
Article VI: Amendments
Section 1: All amendments to the by-laws must be approved by a majority vote of the SGA voting body.
Article VII: Process of Appeal
Section 1: Those who would like to appeal a committee’s decision must notify the vice president by 3:00 pm the friday following the committee meeting via email.
Section 2: All proper documentation needs to be submitted by the student(s) on the stated deadlines as if they had been approved by SGFC for founding. Failure for student(s) to meet deadlines will automatically eliminate any opportunities for an appeal to be heard by the general body of SGA.
Section 3: All appeals submitted to the general body shall be conducted strictly by secret ballet.
Section 1: Students requesting $1,800 or less must be approved by a two-thirds majority vote by the general body of SGA.
Section 2: Students requesting more than $1,800 may only be approved through a unanimous vote by the general body of SGA.