ABC Basic Training September 15, 2007 The Activities Board at Columbia • ABC is the largest of six governing boards at Columbia. • There.
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Transcript ABC Basic Training September 15, 2007 The Activities Board at Columbia • ABC is the largest of six governing boards at Columbia. • There.
ABC Basic Training
September 15, 2007
The Activities Board at Columbia
• ABC is the largest of six governing boards at
Columbia.
• There are currently 154 student groups under ABC.
• ABC is the governing board for most undergraduate
cultural,
pre-professional,
competition
and
publication groups, among others. ABC does not
govern political, religious, community service, sports
and fraternal organizations.
• ABC ≠ SDA/OMA
ABC = Full-time Students
SDA/OMA = Full-time CU Staff
• We operate under SDA, who provides us with money &
resources and manages all of our accounts.
Composition of the ABC Board
ABC Executive Board (4)
• President, Vice President,
Treasurer & Secretary
Entire ABC Board (20)
ABC Reps (13)
• Representatives-at-large
Council Liaisons (3)
• CCSC, ESC, GSSC
•Weekly Meetings on
Wednesdays at 8:30 pm
Roles of ABC Board Members
• President: Runs meetings, organizes the board and attends meetings
with other governing boards and administration. Responsible for the overall
operations of ABC.
• Vice-President: Manages internal board affairs, directs ABC policy for
groups and runs the Appeals committee.
• Treasurer: Organizes the ABC budget, chairs the Policy Committee.
Point person for all financial matters for groups.
• Secretary: Takes minutes, answers general correspondence and chairs
the Recognition & De-Recognition committee.
• Representative-at-Large: Advocates for groups on different issues
& needs, reviews EAFs and advises 8-14 clubs.
• Council Liaisons: Contacts for their respective student councils; since
ABC receives money from all 3 councils, the liaisons also serve as voting
members, partaking in ABC decisions.
What does ABC do for you?
• We Fund and Recognize Clubs.
We determine which student groups can have access to the
resources granted to groups by SDA and by the Lerner Hall
administration.
• We work to advance your interests.
I.e. space issues, debt concerns, how to navigate the
system
Your reps serve as your advocates both on the ABC board
and with administrators.
• We work with you and your SDA advisors to come up
with solutions to issues that arise and affect you.
Main Processes of the ABC
• New Group Recognition:
Review applications of new student organizations seeking official
recognition & funding
• Fund Student Groups:
Initial Allocations: Review and approve budget requests submitted
by groups in March for the following year
Emergency Allocations: Review budget requests from Category B
groups who fail to turn in Initial Allocation packets on time
Appeals: Review funding requests for unexpected needs, Capital
Expenditure and events where details were not adequately
available at time of IA submission; Review funding requests from
Category A groups.
• Review Event Approval Forms (EAFs):
To ensure that club programming enhances student life at
Columbia and to ensure that funds are not used inappropriately.
Categories A & B
• Category A:
Eligible for up to $250 per semester
Must submit appeals (EAF) to use $250
A group must be Category A for at least 2 semesters
before applying for a category promotion
• Category B:
Eligible for need-based initial allocation for the year
Appeals may be submitted at anytime during the year for
additional funding
• Dual-recognition:
Dually-recognized groups are funded by both ABC and SGA
after satisfying specific requirements of both
Event Approval Forms (EAFs)
• Fill out an EAF for every event:
http://www.columbia.edu/cu/abc/eaf.html
This is the only way to receive money from ABC for an event.
This keeps ABC aware of your club’s activity and keeps you far
from being considered for de-recognition.
• A copy will be sent to your ABC rep who may ask you some
questions before he/she approves it.
You must give your rep 48 hours to respond.
• Submission of an EAF does NOT guarantee approval.
If the event is approved, bring a copy of the approval to your
advisor, who will then sign off on any e-forms needed to make
purchases for your event.
What are Appeals?
• Appeals are the process through which:
Category A groups can spend their $250 per semester.
Category B groups can receive money for an event that
was not included in the original allocation packet
submitted last semester.
• This year, we are eliminating the paper appeals process
and utilizing the online EAF form for both EAFs and appeals.
• ABC must vote on each appeal.
Appeals must be submitted before noon on Saturdays in
order to be reviewed in time by the Appeals Committee
and the ABC board at weekly Wednesday meetings.
Appeals submitted later than noon will be reviewed the
following week.
ABC Timeline
Late September:
Emergency Allocation (EA) due for
groups who did not submit an
initial allocation in the spring
September:
Activities Fair; Basic
Training; ABC
commences first
Meeting; groups begin
holding events
October 14:
New Group
Recognitions (NGR)
packets due for Fall
Semester.
November:
New Group
Recognition
decisions
announced
Early March:
New Group Recognition
decisions announced
Late April:
ABC AGM and
Elections (EBoard, Rep)
Last Appeals for
year due
Mid February:
Late November: NGR packets due for
Last Appeals for Spring Semester
semester due (to
be reviewed by
Late March:
end of Fall
Deadline for 08-09 Initial
Semester)
Allocation packets
Early-May:
ABC closes; group accounts are
closed for the fiscal year.
New Group Recognition (NGR)
• Criteria used to judge applicant groups:
Does group fill new niche on campus?
Is this group sustainable -- both in terms of leadership and
in terms of funding?
Does the group fulfill all of our constitutional
requirements? (ie. Membership, purpose, etc.)
Demonstrated level of activity on campus
• Typically, less than 5% of applicants each
semester receive recognition.
20-50 groups apply each semester
• Deadline is 11:59 pm on October 14, 2007
Application can be found on our website:
http://www.columbia.edu/cu/abc/ngr.html
Category Promotion (from A to B)
• Criteria similar to those used to judge new group
applicants:
Have been recognized as a Category A group for at least 2
semesters
Demonstrate a need for more than $250 per semester
Organizational Strength -- how has the group developed since
recognition/in recent years?
Is this group sustainable -- both in terms of leadership and in
terms of funding?
Well-conceived budget packet submission
• Same forms as those used for New Group Recognition.
• Deadline is 11:59 pm on October 14, 2007
Application can be found on our website:
http://www.columbia.edu/cu/abc/ngr.html
ABC’s Main Goals for 2007-2008
• Make Everyone’s Life Easier
• Continue to Help Groups Develop and
Reach Goals
• Foster Collaboration
Important Reminder #1 of 5
• Make sure you have sent Samantha
(smj2118) the contact info for your
group’s executive board!
No contact info = your allocation has not been
transferred into your account & no appeals will be
allowed
We want to make sure you are on our listserve so we
can send you important information!
Important Reminder #2 of 5
• Keep your website updated!
We will not be posting a club contact sheet this year,
due to individuals unwilling to have private
information posted on the web & also because of the
increase in unsolicited mail/spam from outside
sources.
If you would like to be contacted by people
interested in your club, you can post your contact
info on your own websites, which also allows you
greater flexibility.
Important Reminder #3 of 5
• Any changes to you club’s name or
constitution are not official until they are
submitted to ABC and ratified (if
appropriate) by the board.
Please submit these changes to ABC or penalties will
be assessed on allocations and appealing privileges
suspended.
De-recognition may also be considered.
Important Note #4 of 5
• All EAFs submitted in the past 2 weeks
will be reviewed this weekend by the
Exec board.
If you submitted an EAF to your rep, please resubmit
them to ABC exec.
If either your treasurer or president is not here
today, we will hold your EAF until training has been
completed.
Important Note #5 of 5
• Recognition! Money! Awards!
Be on the lookout for an email in the next few weeks
with info on how you can gain recognition and an
award(s) for exceptional programming and
collaboration…
• Suggestion: Get in touch with your ABC rep and let
them know what you have planned for the year!
Closing
• Your Rep is your first contact:
• Find out who your rep is at:
(http://www.columbia.edu/cu/abc/repassignments.html)
• You can also contact the Executive Board
at: [email protected]