A. General Provisions <ol style="list-style-type: lower-alpha;"> <li>This document governs the procedures of the Segregated University Fee Allocation Committee.</li> <li>To be compliant with viewpoint neutrality principles, decision making members of the Segregated University Fee Allocation Committee shall not take into account a group’s opinion or speech when making funding decisions.</li> <li>When making eligibility decisions, the Committee shall examine the uniqueness of service and campus beneﬁt of the newly requesting group. They shall not ﬁnd a group eligible where there is direct duplication and access of service elsewhere on campus.</li> <li>The Committee shall ensure that all oﬃcers, members, and advisors are trained and well-versed in the deﬁnition of viewpoint neutrality and its application in funding decisions.</li> </ol> B.  Delegation of Authority <ol style="list-style-type: lower-alpha;"> <li>The Segregated University Fee Allocation Committee shall serve as the primary body responsible for the development and recommendation of allocable Segregated University Fees at the Whitewater Campus.</li> <li>Authority for the development and review of Segregated University Fees shall be exercised as follows: <ol style="list-style-type: lower-roman;"> <li>Prior to the beginning of an academic year, the Oﬃce of the Chancellor may convene leadership from all areas of Segregated University Fee funding processes to provide direction and solicit student opinions.</li> <li>Participation includes, at least:</li> <li>the Chancellor, or their designee; and, <ol> <li>the Advisors to the Whitewater Non-Allocable Leadership Team; and,</li> <li>the Advisor(s) of the Rock County Segregated University Fee Committee; and,</li> <li>the Advisor(s) of the Whitewater Segregated University Fee Allocation Committee; and,</li> <li> the President or the Speaker of the Senate of the Whitewater Student Government; and,</li> <li>the Chair of the Whitewater Segregated University Fee Allocation Committee; and,</li> <li>the Chair of the Rock Segregated University Fee Committee; and,</li> <li>the Chair of the Rock Student Government Association.</li> <li>Should a quorum of a governing body be present at this meeting, or business appear to be taking place, the group convened shall comply with applicable Wisconsin law, including Wisconsin Statute §19.81–19.98.</li> </ol> </li> <li>At the Whitewater Campus: <ol> <li>Allocable Segregated University Fees through the Segregated University Fee Allocation Committee in conjunction with the Whitewater Student Government as outlined in this procedure; and</li> <li>Non-allocable Segregated University Fees through the Non-Allocable Leadership Team as outlined in UWW Procedure 170.B.</li> </ol> </li> <li>At the Rock Campus: <ol> <li>Allocable Segregated University Fees through the Rock County Student Government Association’s Rock Segregated University Fee Committee in coordination with the Whitewater Student Government as outlined in Procedure 170.C; and</li> <li>Non-allocable Segregated University Fees through the Rock County Student Government Association as outlined in Procedure 170.C.</li> </ol> </li> </ol> </li> </ol> C.  Segregated University Fee Allocation Committee <ol style="list-style-type: lower-alpha;"> <li>Membership <ol style="list-style-type: lower-roman;"> <li>The Segregated University Fee Allocation Committee will consist of eight (8) voting members. The Speaker of the Senate is an ex-oﬃcio member.</li> <li>Appointments to the Segregated University Fee Allocation Committee shall be made each spring semester for the next academic year, and upon vacancy from that appointing authority for terms of one academic year beginning the day following commencement: <ol> <li>Dean of the College of Arts and Communication (1)</li> <li>Dean of the College of Business and Economics (1)</li> <li>Dean of the College of Education and Professional Studies (1)</li> <li>Dean of the College of Letters and Sciences (1)</li> <li>Dean of the School of Graduate Studies (1)</li> <li>Senate of the Whitewater Student Government (2)</li> <li>President of the Whitewater Student Government (1)</li> </ol> </li> <li>Of the members appointed by the Senate of the Whitewater Student Government, one shall serve a term of two academic years. If the term is not completed, any subsequent appointment shall constitute a new two year term.</li> <li>Appointing authorities shall not direct or exercise undue inﬂuence over members of the Segregated University Fee Allocation Committee. Members are appointed to provide diverse perspectives and shall act independently in the execution of their responsibilities.</li> <li>Members of the committee shall be paid $500 over the course of the academic year. $400 to be paid in the fall semester, and $100 to be paid in the spring semester.</li> <li>Members of the committee may be removed from the committee only in the following ways: <ol> <li>If the relevant appointing authority wishes for their appointee’s removal, they may contact the Chair in writing to inform the Chair of their wish for removal. The Chair will bring the request for removal forward to the Committee for further consideration. The appointee can only be removed with a two-thirds majority vote of the committee.</li> <li>The Chair may bring forward the consideration of removal of any committee member at any time and must provide a rationale for removal that identiﬁes a failure on the member’s behalf to meet the expectations of a member of the committee. Committee members may only be removed with a two-thirds majority vote of the committee.</li> <li>Upon the written request of a member of the Segregated University Fee Allocation Committee, provided to the Speaker of the Whitewater Student Government Senate, who is not appointed by the Whitewater Student Government, the Senate of the Whitewater Student Government may initiate the removal of members of the committee with a two-thirds majority of the Senate. The Whitewater Student Government must provide a rationale for removal that identiﬁes a failure on the member’s behalf to meet the expectations of a member of the committee to the Chair.</li> </ol> </li> <li>In the event that a member of the committee is removed and wishes to appeal the decision: <ol> <li>The Senate of the Whitewater Student Government may overturn the removal decision of the Segregated University Fee Allocation Committee with a three-fourths vote of the Whitewater Student Government Senate.</li> </ol> </li> </ol> </li> <li>The Segregated University Fee Allocation Committee will elect a Chair to serve as the primary coordinator and oﬃcial representative of the committee. The Chair is responsible for strategic direction, meeting facilitation, and external representation, while ensuring alignment across all areas of Segregated University Fee Allocation Committee work.</li> <li>The Segregated University Fee Allocation Committee will elect a Vice Chair of Operations to support the internal functioning of the Segregated University Fee Allocation Committee, including ﬁnancial processes, logistical systems, and administrative coordination. This role ensures the committee operates eﬃciently, including managing the formal recruitment and appointment process.</li> <li>The Segregated University Fee Allocation Committee will elect a Vice Chair of Education to serve as the primary liaison between the committee and the campus community. This role leads educational initiatives, training, and outreach eﬀorts, including building awareness of and engagement with Segregated University Fee Allocation Committee membership opportunities.</li> <li>The Segregated University Fee Allocation Committee will have two staﬀ members as advisors, one representing the Budget Oﬃce and one representing Student Engagement. Advisors are non-students and shall serve in a non-voting capacity and provide guidance and institutional support. <ol style="list-style-type: lower-roman;"> <li>The student members of the Segregated University Fee Allocation Committee will be given an opportunity to provide direct input regarding candidates who may advise them.</li> <li>Advisors shall serve in a non-voting capacity and shall provide guidance, institutional knowledge, and administrative support. Advisors shall assist committee members in maintaining compliance, with an emphasis on adherence to applicable policy and law including viewpoint neutrality requirements.</li> <li>Advisors should not seek to have undue inﬂuence over the student voting members and shall maintain neutrality in all matters related to funding decisions.</li> <li>When an advisor also represents a unit requesting funding, they shall take all steps to preserve the neutrality and integrity of the process.</li> <li>The Advisors will assist with preparation of documentation for presentations to the Whitewater Student Government and the Chancellor, including ﬁnal edits and conﬁrmation of computations.</li> <li>Should the Segregated University Fee Allocation Committee ﬁnd their advisor not to be fulﬁlling their responsibilities, they have a right to contact the supervisor of their advisor to discuss alternative options.</li> </ol> </li> <li>Voting <ol style="list-style-type: lower-roman;"> <li>Only voting members of the Segregated University Fee Allocation Committee shall determine recommendations. Advisors and other non-voting participants shall not participate in the determination of recommendations.</li> <li>Members of the Segregated University Fee Allocation Committee shall recuse themselves from any matter in which a conﬂict of interest exists. A conﬂict of interest includes, but is not limited to creation or presentation of a student organization budget or direct aﬃliation with an organization or entity requesting funding.</li> <li>The Chair and Vice Chair of Education of the Segregated University Fee Allocation Committee, with the support of the advisors, will coordinate a training and orientation for new members of the committee to ensure they are able to fully participate in hearings and deliberations, including but not limited to applicable law and policy, viewpoint neutrality requirements, and budgetary processes.</li> <li>All meetings of the Segregated University Fee Allocation Committee shall be conducted in compliance with Wisconsin Statute §19.81–19.98.</li> </ol> </li> </ol> D.  Whitewater Student Government <ol style="list-style-type: lower-alpha;"> <li>The Senate of the Whitewater Student Government shall serve as the ﬁnal student review and approval body for allocable Segregated University Fees recommendations at the Whitewater Campus prior to submission to the Chancellor.</li> <li>The Senate of the Whitewater Student Government shall review the annual allocations made by the Segregated University Fee Allocation Committee. The Senate may approve, adjust, or reject recommendations and ﬁnancial decisions of the Segregated University Fee Allocation Committee.</li> <li>Modiﬁcations to annual allocations of the Segregated University Fee Allocation Committee require a two-thirds majority vote of the Senate and shall be communicated to its Chair and all relevant parties.</li> <li>The Speaker of the Senate is an ex-oﬃcio member of the Segregated University Fee Allocation Committee and shall be apprised of actions of the committee by its chair.</li> <li>In the event of simultaneous vacancies in the positions of Chair and both Vice Chairs of the Segregated University Fee Allocation Committee, the Speaker of the Senate shall convene the committee to facilitate the election of a new Chair.</li> </ol> E.  Annual allocation cycle <ol style="list-style-type: lower-alpha;"> <li>Overall Funding Philosophy <ol style="list-style-type: lower-roman;"> <li>Allocable Segregated Fees are intended to be used for items that can beneﬁt the greater student population of UW-Whitewater. The Segregated University Fee Allocation Committee will prioritize spending funds on items that impact the greatest amount of students possible, include an education or learning opportunity, have beneﬁts that are shared across campus and expand to more than one student, and/or that tie into the values of our university.</li> </ol> </li> <li>Eligibility <ol style="list-style-type: lower-roman;"> <li>All registered student organizations are eligible to apply for allocable Segregated University Fees. Submission of an application does not guarantee funding or that an organization is eligible to receive funding.</li> <li>Registered student organizations that have completed the annual recognition process per university policy are eligible to receive funding, with the following exceptions: <ol> <li>Those that restrict general membership or participation in events/meetings that are funded through Segregated University Fees, including but not limited to the following ways: <ol style="list-style-type: lower-alpha;"> <li>Academic status, such as major, minor, GPA, and credit completion.</li> <li>Race, color, national origin, gender, gender identity or expression, religion, age, disability, veteran status, ancestry, creed, sexual orientation, marital status, arrest record, military service, guard or reserve status, income level or source, witness protection, or any other federally protected identity.</li> </ol> </li> <li>Social Greek organizations, such as fraternities, sororities, or societies.</li> <li>Honorary; Honorary Clubs are groups who limit membership to and reward those who have high achievement in a speciﬁc major or minor through their GPA, time spent in said major or minor, or achievements.</li> <li>Professional societies; Professional societies are groups based on networking, professional development, industry research, and career preparation or mentorship, limiting membership to those studying the ﬁeld in question.</li> <li> Credit generating activities or organizations.</li> </ol> </li> <li>Groups that are otherwise not eligible to receive funding may request funding for event(s) that are eligible for allocable funding.</li> <li>Groups wishing to be funded for a ﬁscal year must follow the application process, meeting all expectations of budget and supporting document submission, and budget hearing scheduling and attendance.</li> <li>The Segregated University Fee Allocation Committee may seek additional documents that may assist in determining eligibility including, but not limited to, documentation presented in Segregated University Fee Allocation Committee related submissions.</li> </ol> </li> <li>Application process <ol style="list-style-type: lower-roman;"> <li>Registered student organizations seeking funding must submit materials within timelines established each year.</li> <li>Organizations shall be responsible for ensuring that submitted information is complete, accurate, and consistent with applicable policy and procedures. Failure to submit required materials or to comply with application requirements may result in denial of funding.</li> <li>Entities seeking funding shall be evaluated to determine their eligibility to receive allocable Segregated University Fees.</li> </ol> </li> <li>Timeline <ol style="list-style-type: lower-roman;"> <li>The Segregated University Fee Allocation Committee shall operate in accordance with an annual timeline governing the allocable Segregated University Fee process. The timeline shall include at minimum: application opening and deadlines, any educational opportunities coordinated by the Segregated University Fee Allocation Committee, and anticipated dates for hearings, deliberations, and presentation to the Whitewater Student Government. The Segregated University Fee Allocation Committee Chair, the Vice Chancellor for Student Aﬀairs, or their designee, and the Segregated University Fee Allocation Committee Advisors, are responsible for creating one for the next ﬁscal year. <ol> <li>Upon creation of a timeline, eﬀorts must be made to present it to student organizations, the Segregated University Fee Allocation Committee, and the Whitewater Student Government.</li> </ol> </li> <li>Student organizations shall submit budget requests in accordance with the established timeline.</li> <li>Hearings <ol> <li>After the submission deadline, the Segregated University Fee Allocation Committee will conduct individual hearings to give entities an opportunity to present about their organization and their budget.</li> <li>Organizations are expected to submit required materials prior to hearings. Organizations that submit materials late may be subject to penalties.</li> </ol> </li> <li> Deliberations <ol> <li>After a hearing is conducted, the Segregated University Fee Allocation Committee will deliberate on what the recommendation should be. Only voting members may vote and make recommendations.</li> </ol> </li> <li>Budget Recommendations <ol> <li>The Segregated University Fee Allocation Committee shall develop and approve a recommendation that is submitted to the Whitewater Student Government for approval.</li> <li>The Chair will coordinate notiﬁcations to all student organizations who applied for funding of the recommendation of the Segregated University Fee Allocation Committee and next steps.</li> <li>The Senate will review the annual allocations recommended by the Segregated University Fee Allocation Committee, which may be adjusted by a motion to do so. <ol style="list-style-type: lower-alpha;"> <li>Adjustments can be considered when budgetary information or application materials were misunderstood by the Segregated University Fee Allocation Committee. Adjustments can also be considered if an organization is requesting an exception to the Segregated University Fee Allocation Committee funding guidelines. An organization’s lack of completion of the Segregated University Fee Allocation Committee determined process or failure to provide suﬃcient and required information is not a reason for adjustment.</li> </ol> </li> <li>The Senate of the Whitewater Student Government may approve, adjust, or reject the recommendations of the Segregated University Fee Allocation Committee. If approved, they are submitted to the Chancellor. If rejected, a reason for rejection is needed and the Segregated University Fee Allocation Committee will reconvene to make new recommendations.</li> <li>The Chair will coordinate the provision of record of the Whitewater Student Government’s approval, rejection, or adjustment will be provided to the requesting student organizations.</li> <li>The members of the Segregated University Fee Allocation Committee who serve on the Non-Allocable Leadership Team are responsible for presenting ﬁnancial ﬁgures to the Chancellor.</li> </ol> </li> <li>Viewpoint Neutrality Appeal <ol> <li>A student organization may appeal a decision of the Segregated University Fee Allocation Committee or the Whitewater Student Government where it is alleged that the decision was made in violation of viewpoint neutrality requirements.</li> <li>In accordance with UW System Policy 820, a process is hereby developed in student government for the review of student fee funding decisions involving allegations that the decision was based on a student organization’s extracurricular speech or expressive activities in violation of viewpoint neutrality standards. <ol style="list-style-type: lower-alpha;"> <li>Late submission of budget materials to the Segregated University Fee Allocation Committee, disagreement with the Segregated University Fee Allocation Committee’s decision, or failing to attend a budget hearing does not constitute an appeal to the Whitewater Student Government, unless there are allegations of viewpoint neutrality violations.</li> <li>A group that applied for segregated fees who believes it has been aggrieved by an allocable student segregated fee funding decision or eligibility decision made by the Segregated University Fee Allocation Committee or the Whitewater Student Government, speciﬁcally regarding the viewpoint neutrality applied to the request, may appeal the decision as deﬁned below.</li> </ol> </li> <li>Vice Chancellor for Student Aﬀairs <ol style="list-style-type: lower-alpha;"> <li>The Vice Chancellor for Student Aﬀairs or their designee is responsible for the administration of an appeals process.</li> <li>The Process: <ol style="list-style-type: lower-roman;"> <li>The complainant contacts the Vice Chancellor for Student Aﬀairs, or their designee, by email. <ol> <li>The email must be submitted within 72 hours of receipt of the governing body’s recommendation or decision.</li> <li>The email must include the name of the organization, the decision or recommendation as made by the Segregated University Fee Allocation Committee or the Whitewater Student Government, and reasons why the complainant believes viewpoint neutrality has been violated.</li> </ol> </li> <li>The Vice Chancellor for Student Aﬀairs, or their designee, will conﬁrm receipt of the email and share its contents with the appropriate governing body within 72 hours of receipt.</li> <li>The Vice Chancellor for Student Aﬀairs, or their designee, shall conduct a review and make a ﬁnal determination as to whether the decision or recommendation shall be upheld, modiﬁed, or reversed.</li> <li>The decision of the Vice Chancellor for Student Aﬀairs, or their designee, shall be provided to the student organization, the Whitewater Student Government, and the Segregated University Fee Allocation Committee in writing no later than seven (7) calendar days from receipt of the written appeal, unless extenuating circumstances warrant additional time. The decision of the Vice Chancellor for Student Aﬀairs, or their designee, is ﬁnal.</li> </ol> </li> </ol> </li> </ol> </li> </ol> </li> <li>Prohibited Use of Funds <ol style="list-style-type: lower-roman;"> <li>Funds allocated by the Segregated University Fee Allocation Committee shall not be used <ol> <li>to purchase items to be given or donated to non-students; or,</li> <li>to purchase anything for sales or fundraisers, unless all expenses are then reimbursed to the account; or,</li> <li>to purchase member-only items or services; or,</li> <li>to fund services or opportunities where class credit is generated or participation is signiﬁcantly limited to particular classes, majors, minors, or certiﬁcate programs; or,</li> <li>to purchase or support anything that violates Segregated University Fee Allocation Committee approved spending guidelines and University Policies.</li> </ol> </li> </ol> </li> </ol> F.  Mid-year Budget Modiﬁcations <ol style="list-style-type: lower-alpha;"> <li>Line Item Transfers <ol style="list-style-type: lower-roman;"> <li>In instances where multiple line item transfer requests are made, each request must be for a diﬀerent purpose. Multiple requests cannot be made for the same trip or purchase.</li> <li>For requests less than $150, any Segregated University Fee funded organization must ﬁll out the budget Line Transfer Under $150 Form and submit it via the student organization management portal to notify the Segregated University Fee Allocation Committee of its intention to move money. The form must be ﬁlled out completely, with the amount being transferred and speciﬁc reasoning for the transfer. No additional approval is needed for transfers of this size.</li> <li>For requests over $150, any SUF funded organization must ﬁll out the budget Line Transfer over $150 Form and submit it via the student organization management portal to notify the Segregated University Fee Allocation Committee of its intention to move money. The form must be ﬁlled out completely, with the amount being transferred and speciﬁc reasoning for the transfer. For this type of request only the Segregated University Fee Allocation Committee chair’s approval is required. <ol> <li>Generally, line item transfers will be approved unless the new intended purpose: <ol style="list-style-type: lower-alpha;"> <li>violates current Segregated University Fee Allocation Committee guidelines, Segregated University Fee Allocation Committee policy and procedure, campus policies, system policies, or law; or,</li> <li>is to move funds that were allocated originally as contingency funds; or,</li> <li>does not align with the requesting organization’s mission as deﬁned in their governing documents.</li> </ol> </li> </ol> </li> <li>Following a decision on the budget line-item transfer request, the Segregated University Fee Allocation Committee Chair will communicate the decision to the requesting organization’s leadership, advisor, Budget Oﬃce and Student Engagement Oﬃce.</li> </ol> </li> <li>Contingency Fund <ol style="list-style-type: lower-roman;"> <li>Purpose <ol> <li>The Contingency Fund exists to provide funding to eligible organizations outside of the traditional annual allocation cycle. This fund exists to support one-time, non-recurring purchases by eligible organizations.</li> </ol> </li> <li>Request Process <ol> <li>The requesting organization must ﬁll out the Segregated University Fee Allocation Committee Contingency Fund Request Form and submit it via student organization management portal. The form must be ﬁlled out completely, with the amount requested and speciﬁc reasoning for the request.</li> <li>SUF-funded groups that request contingency funds, and have external bank accounts, including, but not limited to a Student Faculty Account (SFO), must state the current balance, and explain why those funds cannot support the contingency request before the Segregated University Fee Allocation Committee.</li> <li>The Segregated University Fee Allocation Committee will review the request. For all contingency requests, a quorum of 5 will be required to vote. In the event of a tie, the committee will re-vote until the matter is determined.</li> <li> Following approval of the contingency fund request by the Segregated University Fee Allocation Committee, the Segregated University Fee Allocation Committee Chair will communicate the decision to the requesting organization, The Whitewater Student Government Speaker, and Student Activities & Involvement.</li> </ol> </li> </ol> </li> <li>Carryover <ol style="list-style-type: lower-roman;"> <li>Carryover of allocated funds from Fiscal Year to Fiscal Year will not be permitted.</li> <li>The only exceptions to this rule must be determined through an approved agreement, deﬁned in a signed Memorandum of Understanding between all relevant stakeholders.</li> </ol> </li> <li>Overspending <ol style="list-style-type: lower-roman;"> <li>Overspending can only take place with a signed agreement (in advance of the overspending). Approval of overspending is handled through the department that oversees the account in question.</li> <li>If a violation of the signed agreement takes place, the group will be barred from eligibility to apply for any Segregated University Fee funding until the funds are repaid.</li> </ol> </li> </ol> G.  Spending Review <ol style="list-style-type: lower-alpha;"> <li>Purpose <ol style="list-style-type: lower-roman;"> <li>The purpose of the spending review process is to determine if all stipulations, requirements, and expectations set by the Committee during the funding cycle are met. If expectations are not met, this allows the Committee to provide education about responsible spending behaviors to the relevant organization.</li> </ol> </li> <li>Implementation <ol style="list-style-type: lower-roman;"> <li> Up to 25% of fund-receiving organizations may be subject to review of a given ﬁscal year.</li> <li>The Committee shall identify any fund-receiving organizations that they would like to be included in the Spending Review. Upon identifying speciﬁc organizations, the Budget Interns will be tasked with randomly selecting the remaining organizations to be reviewed, with guidance from the Committee.</li> <li> The Budget Interns will be responsible for compiling the information about the identiﬁed organizations’ spending behavior in the relevant ﬁscal year including: allocation, dollars spent, dollars remaining, any recorded stipulations, and whether those stipulations were met.</li> </ol> </li> <li>Results <ol style="list-style-type: lower-roman;"> <li>Upon completion of the review, the results will be presented to the Committee for informational purposes. The Chair and Vice Chair of Education will be responsible for working with the Budget Interns to coordinate any necessary outreach to the reviewed organizations.</li> <li>The Chair shall include the results of the review in their subsequent monthly report to the Whitewater Student Government.</li> </ol> </li> </ol> H.  Exceptions to any of these deﬁned procedures must be speciﬁcally approved by the full Segregated University Fee Allocations Committee and communicated in writing to the Whitewater Student Government at time of approval. I.  Procedural Review <ol style="list-style-type: lower-alpha;"> <li> This policy and its associated procedures shall be reviewed no later than 2 years after its approval, by a Policy Review Committee. Revisions shall be made in accordance with UW-Whitewater policy development and approval processes. Revisions shall require approval of the Segregated University Fee Allocation Committee, the Senate of the Whitewater Student Government, and the Rock Student Government Association.</li> </ol>