Financial Allocations Committee Charter
Purpose
The Financial Allocations Committee (FAC) oversees the allocation of incidental fee funds for student organizations. Any student organization recognized by Associated Students of Oregon Institute of Technology (ASOIT) is eligible to request funds from the Financial Allocations Committee.
Structure & Responsibilities
The FAC is a standing Special Committee of ASOIT Klamath Falls and shall:
- Review and consider funding requests from Registered Student Organizations at Oregon Tech including:
- Special Considerations Requests from RSOs – Student Clubs
- Annual Budget Requests from RSOs – Student Clubs.
- Provide reasoning for any funding allocation that is lower than the requested amount.
Membership
The FAC and Special Consideration membership shall consist of the following members from November through May of a Fiscal Year (November through May – ex: November 2025 through May 2026):
- Committee Chair: ASOIT Finance Officer
- Voting Members:
- ASOIT Student Engagement Officer
- ASOIT Administrative Affairs Officer
- Up to four (4) At-Large, currently registered Oregon Tech students
- Non-Voting Advisory Member:
- Director of Student Involvement & Belonging (non-voting, advisory role).
The Special Consideration membership shall consist of the following members from July through October of a Fiscal Year (July through October – ex: July 2025 through October 2025):
- Committee Chair: ASOIT Finance Officer
- Voting Members:
- ASOIT Vice-President
- ASOIT Administrative Affairs Officer
- ASOIT Student Engagement Officer
- Non-Voting Advisory Member:
- Director of Student Involvement & Belonging (non-voting, advisory role)
Selection of At-Large Members
The at-large student positions in FAC shall be determined via an application and review process. A formal recruitment process will be conducted during the month of October by the FAC selection committee. Applications will be reviewed by the FAC selection committee during the last school week of October. Upon the close of the application pool process, applications will be selected and approved. If there are any vacant positions after October, applications can be submitted anytime throughout the school year for review and approval of the FAC selection committee.
- The FAC selection committee shall consist of:
- Finance Officer
- Vice-President
- ASOIT Adviser
- Students interested must answer the following questions in a format provided by the Committee Chair as their application process.
- Why are you interested in joining the FAC committee?
- What do you hope to gain from being part of FAC committee?
- Do you have experience being part of a committee? If so, what kind of committee?
- The FAC is responsible for administering student fee funds, how will you be a good advocate of student fee dollars?
Diversity of Representation
ASOIT members goal is to recruit at-large FAC members that fulfill at least one out of the four student club categories, a student from each is all that is considered, but not required. The student club categories include:
- Academic-Based Club
- Social/Recreational-Based Club
- Identity/Cultural -Based Club
- Fraternity/Sorority Organization.
Term of Service
- At-large positions of the FAC shall serve from November through May in the academic year.
- Students wishing to serve for a second term must reapply in the following year and participate in the application/selection process.
Allocation decisions are approved by FAC for final approval. Any allocation that is contested during discussion in an FAC meeting, or approved by a 4:3 vote, the committee chair must present it in an ASOIT Executive Meeting for a review of approval before final allocation is determined.
Decision-Making & Allocation Process
Annual Budget Allocation Requests
- Each Winter Term, Registered Student Organizations (RSOs) submit to the Financial Allocations Committee their proposed budgets for the upcoming academic year.
- The FAC deliberates on budget requests and allocates incidental fees.
- The finalized allocations are submitted to ASOIT President via memo for review and approval.
Special Consideration Requests:
- The FAC will review the Special Consideration Requests via email, memo, or meeting, to be sent to the ASOIT President for review and approval.
All Special Consideration funding to an RSO must be used within the same Fiscal Year (July through June – ex: July 2025 through June 2026).
Use of FAC Allocations
FAC allocations may not be used to purchase supplies for fundraisers or events where the items or services are sold to students. This is to prevent a situation where students who have already paid the Incidental Fee are essentially paying twice, once through the Incidental Fee and again when purchasing the fundraiser item.
Example: A club uses its FAC allocation to buy Red Bulls, flavored syrups, cups, and straws for a fundraiser. They then sell the drinks to students on campus. Since those supplies were paid for with Incidental Fees, students are being charged twice when they buy the drinks – this is not allowed.
Approval & Appealing Process:
- Allocation decisions require FAC approval.
- If an allocation is approved by a narrow majority (Ex: 4:3 vote), the Committee Chair must present it for review at an ASOIT Executive Meeting before final approval.
- If an allocation is appealed within two (2) weeks of allocation amounts being announced, the Committee Chair must present it for review at an ASOIT Executive Meeting for an appeal decision.
- Appeals must be submitted via email to the ASOIT-KF Finance Officer (asoit.kf.finance@oit.edu).
- The ASOIT Executive Cabinet holds final authority on funding decisions.
Committee Conduct & Ethics:
- All FAC members must conduct decision-making with fairness, transparency, and honesty.
- Members shall remain unbiased and avoid favoritism in funding decisions.
- Confidentiality must be maintained regarding the RSO budget requests, allocations, and decision making.
Committee Charter Approval:
Approved by the ASOIT-KF Cabinet on May 21, 2025
Revision Dates
February 12, 2025
May 21, 2025