Updated October 2016
Once approved through the club chartering process, clubs are able to request funding from the Westmont Activities Council (WAC).
- first year clubs will be approved a maximum of $200 for the year
- failure to adhere to any of the following may jeopardize the club's ability to receive the requested funding or to have future funding requests approved
- failure to abide by club expectations and requirements may cause the club charter to be terminated and all club funds to be frozen
Requesting a Budget
Budgets are requested as part of the club chartering process. Clubs must proactively think through their planned expenditures for the year ahead.
- The club must complete a budget request as part of the club application. (Incomplete budget sections will be interpreted as the club not requesting funding)
- Once clubs applications have been approved, the WAC Clubs Coordinator will convene the WAC Budget Committee to review the budget requests from the approved clubs.
- Each club must meet with the Budget Committee in order to receive more information regarding the request. (Clubs not represented at the Budget Committee will not receive funding)
- The Budget Committee with communicate the approved budget to the club
- It is the responsibility of the club to research and present as detailed requested budget for the following year as possible
- In conjunction with the WAC Clubs Coordinator, detailed records must be kept of all items purchased or rented for club acitivities.
- It is the responsibility of the club to keep an accurate inventory of the club's belongings. WAC will not be responsible for missing inventory.
- All items that belong to the club must remain on campus during the summer months.
- When a club has spent money, turn in receipts to the WAC Clubs Coordinator within ten (10) calendar days after the conclusion of the event/activity. Receipts can be submitted electronically to firstname.lastname@example.org or hard copies delivered to the WAC Office in the KSC.
- Once a club has reached their allotted budget for the year the club will not be reimbursed any additional funds.
- It is the responsibilty of the club to track their spending so it is in line with their original request
- Clubs will not be reimbursed for any expenses that were misused or improperly documented.
- Clubs will only be reimbursed for expenses as outlined in Funding Guidelines
- If club leaders don't wish to spend their own moneyon club expenses, they can alternatively
- Request a check. This requires an invoice from the vendor and a minimum of seven days to process. Make sure to work with the Clubs Coordinator far enough in advance. (College checks only printed once a week.)
- Arrange to put expenses on a college credit card. Coordinate with the Clubs Coordinator or Assistant Director of Campus Life to ensure this will work for your situation.
- Funds will not be granted for any events/activities that are not in line with Westmont's Community Life Statement
- Funds will not be granted to cover items that require storage (unless the club has dedicated, non-dorm-room storage space)
- Events/Activities Off Campus
- Travel and food expenses are typically not covered
- Overnight stays are typically covered up to $25/night/club member
- Requests for new uniforms will only be considered every three (3) years.
- Uniforms cannot be personalized
- Uniforms belong to the College and must be kept on campus during the summer months
- It is the club's responsibility to care for and keep track of uniforms
- Clothing Requests
- Clubs may request up to half (1/2) the cost of clothing items that are intended to stay with the individual (e.g. tshirts, etc.).
- Club members must pay for the portion not covered by WAC
- Only one clothing request per club per year will be considered
- Funds will not be granted to cover individual member dues
- Funds will not be given directly to charity
- Clubs are required to be represented at the following events/meetings: Fall Club Officer Meeting, Community Picnic, Spring Club Officer Meeting, Cupcakes and Clubs. Failure to be represented at any of these will result in automatic forfeiture of club status and any remaining budgeted dollars.
While not an exhaustive list, the following are some considerations when looking at funding proposals. In no particular order:
- Scope of membership (i.e. is the club open to all students?, only open to particular students?, etc.)
- Factor of student needs and wants
- Fundraising efforts (keep in mind that all fundraising needs to be pre-approved)
- Activity on campus
- Attendance at Community Picnic/Cupcakes and Clubs
- Member dues
- Updated web presence
- Funding level in past years
- Length of club on campus
Some more helpful information
- After receiving funding, each club will be given a unique line item.
- You can track your budget and expenses through the club management portal
Chartered for 3+ Years
- Clubs that have been chartered for at least three (3) consecutive years are eligible for their account balances to roll over to the next year.
- Rollover account balances cannot exceed $2000. Anything above this will be transferred to the general account.
- If a club goes unchartered for two (2) consecutive semesters, any remaining balance is transferred to the clubs general account.
Chartered for < 3 Years
- Clubs that have been chartered for less than three (3) consecutive years will lose any remaining balance. The remaining balance will be transferred to the clubs general account
There is a window each fall where students may request a club charter for the Spring semester. The budget process works the same way as the spring process.
In addition to newly chartered clubs requesting a budget, if there are additional funds in the clubs general account then all clubs may request additional funds through the December budgeting process. This will be communicated by the WAC Clubs Coordinator.
Clubs General Account
The maximum limit for the clubs general account is $4000. When it exceeds this amount, funds are transferred back to WCSA.
Additional Funding Requests
All club funding requests must go through WAC. Clubs are not able to request directly through WCSA.
In the rare situations where clubs need additional funding, they should speak with the Clubs Coordinator. If the Clubs Coordinator believes the situation warrants an exception to the funding policy, s/he will bring the request to WAC. WAC will then decide whether or not to bring the proposal to WCSA.
Clubs are not pre-approved to fundraise. If a club desires to do any fundraising, they must speak with the Assistant Director of Campus Life who will work with the Club and College Advancement in order to receive fundraising approval.
Clubs found to be fundraising without College approval may lose their charter and/or access to their budget.
Please note that proposed club events that involve more than 50 students, go beyond the scope of club membership, or invite in a non-Westmont speaker/organization must submit an event proposal form.
Failure to follow the event proposal procedure could result in the loss of the club charter and/or freezing of the club budget.