Funds for Your Department
Your student service department can request funds through the Student Government Allocations Committee, which is responsible for allocating student-service-fee dollars on an annual basis. The committee consists of two members of the Student Senate, two members of the Student Activities Board, two students at large (who are not Student Government members), and the vice president of financial and academic affairs. The student government coordinator and the business manager for Student Affairs also serve as nonvoting ex officio members.
You can find information about the Allocations Committee, including requirements for funding requests, in the Student Government Association Financial Guidelines. You can find information about university student fees in the Purdue Fort Wayne Student Activity Fee Manual.
2022-2023 Allocations Process Timeline (for FY 2023-2024)
November 10, 2022 --- Official Timeline Announced
November 11, 2022 --- Budget Request Emails Sent
December 19, 2022 (EOB) --- Deadline for Budget Request Submissions
January 19, 2023 --- Preliminary Review of Submitted Requests
January 30, 2023 --- Deadline for Senate Approval of Committee Nominees
February 3, 2023 --- First Allocations Committee Meeting
February 10 - March 2, 2023 --- Departmental Budget Presentations
March 17 - March 24, 2023 --- Allocations Committee Formal Deliberations
March 27, 2023 --- Budget Recommendation Available to Senate
April 3, 2023 --- Senate Debate and Approval
April 4 - 7, 2023 --- SGA President Review
April 10-21, 2023 --- Chancellor and Vice Chancellor Review*
*Award letters will be made available in mid to late April pending final approval from the Chancellor and Vice Chancellors.
Vice President of Financial and Academic Affairs
Chair of the Senate Ways and Means Committee
Purdue Fort Wayne Student At-large
Purdue Fort Wayne Student At-large
IU Fort Wayne Student At-large
Student Government Association Coordinator, Ex Officio
Student Affairs Business Manager, Ex Officio
What is “Allocations”?
Every student enrolled at Purdue Fort Wayne and IU Fort Wayne pays what is known at the “Student Activities Fee”. This fee is then apportioned between Athletics, Intramurals, the Fitness Center, and Student Government.
The Student Government portion is allocated out each year to programs and services that enhance the student experience and/or support student success by a committee of students appointed by the Student Body President and chaired by the SGA Vice President of Finance. The committee is tasked with hearing and evaluating budget requests based on a set of criteria that prioritizes benefit to students, service to under-served populations, and demonstrated effective usage of student fee dollars, with guidance from the student government advisor and the business manager for Student Affairs.
What kinds of programs can be funded by Allocations?
Any recurring, non-academic program or service which primarily benefits students is eligible to request funds, which can be used to for program supplies, catering, printed materials, students wages, etc.. Please refer to the Student Fee Manual for guidance on what can and cannot be purchased using student fee dollars.
Please note that the following request types will not be funded through the Allocations process:
- Funds for capital improvement projects (renovations, equipment) or for one-time/non-recurring events
- These requests should be made to the SGA Executive Officers for support through the Executive Officer Discretionary Fund or the SGA Reserve
- Money for individual student travel
- The PFW Student Travel Fund is fully funded by the Allocations process and all requests for student travel should be made to that fund
- Requests for student organization activities
- Student orgs must request from the Student Senate discretionary fund (which is funded through the Allocations process)
Examples of programs which have historically received funding can be found here.
What is the process?
The basic process goes as follows:
- The Vice President of Finance sends out a call for submissions in late Fall
- Once all submissions are received, they are reviewed for accuracy, clarity, and completeness
- Requesters are invited to present to the committee
- The committee deliberates and votes on a budget
- That budget is submitted to the Student Senate for approval or amendment
- After the budget is approved by Student Senate, it is forwarded to the Student Body President, the Vice Chancellor for Student Affairs, the Chancellor, and the Purdue Board of Trustees, in that order, for final approval
- Funding award letters are typically sent in late-April to early-May and funds become available at the beginning of the new fiscal year
How are funds awarded?
The Allocations Committee uses the following criteria to review requests and determine funding awards:
- Student utilization - How many students are served? Are there trends in participation?
- Diversity - Does this program serve one type of student, or many? How does the program serve historically under-represented or under-served populations?
- Need - What otherwise unmet need on campus does this program meet?
- Purpose - What is the intent of the program? What should students expect to achieve or gain from participation?
- Outcomes - Does the program meet its stated goals?
- Assessment - How are outcomes measured? Are changes made to the program based on data collected?
- Budget - How is funding utilized from year to year? Does the amount requested make sense for the number of students served? Is SGA the sole sponsor?
What should I include in my request?
Requests should clearly articulate what the program is, how it meets the above criteria, and why it should be funded using student fee dollars. You will be asked to provide a detailed budget, including how funds will be utilized and, if it is an established program, how funds have been used in the past. Make sure to fill out all parts of the submission form to the best of your ability.
Finally, note that requests are for the upcoming fiscal year, not the current.
What about the presentation?
Each requester is given 15 minutes to present, followed by a 10-minute Q&A period. Presentations will be held in person to the greatest extent possible, with masks and social distancing protocol in place.*
Each committee member receives and is expected to review all submissions prior to presentations, so don’t just regurgitate what’s in the request. This time is an opportunity for you to brag about your program! Talk about your successes, explain how you’ve improved or plan to improve the program, and share other details that may not be captured by your budget submission, such as student testimonials.
PowerPoints are not required, but are welcome if you feel that it will add to your presentation. In previous years we have invited presenters to bring handouts, but this year, due to COVID restrictions, we ask that you please not bring any handouts or items to pass around to the committee.
* If you are uncomfortable presenting in person, please reach out to the vice president of finance and we will make arrangements for a virtual presentation.
I’ve received Allocations funds; how do I use them?
If your department has historically received Allocations funds, there is likely an established I/O number for your program. If you are not sure, please contact David Reynolds, Business Manager for Student Affairs.
If you are a new recipient, you will need to work with Vic Spencer, SGA Director, to get the correct I/O number. They are also happy to schedule meetings with individual funding recipients to explain how to spend and track allocations funds.
Funds that have not been spent are “raked” back into the SGA Reserve at the end of the fiscal year. Carry-forward of funds may be allowed on a case-by-case basis for extenuating and compelling circumstances.