Finances of the Associated Students
As stated in the California Education Code, the primary reason for the establishment of the Associated Students is to provide a framework for administering student body funds.
The Associated Students of Orange Coast College have enjoyed a long history of fiscal responsibility. The 2008-2009 ASOCC budget establishes specific controls and contingencies over all accounts. Certain responsibilities are delegated to the account advisor, who, as a member of the faculty or staff, is responsible to the ASOCC and OCC for accurately accounting for and overseeing all funds.
The 2008-2009 budget is $1,479,300. Needless to say, the ASOCC assumes a great deal of responsibility in overseeing the budget and it is incumbent that each student involved understand the process and realize the importance of ensuring that all monies are responsibly, thoughtfully and carefully allocated and spent.
2008-2009 ASOCC BUDGET
As an Orange Coast College student, you are also a member of the Associated Students of Orange Coast College (ASOCC). That means that you benefit from the 2008-2009 ASOCC budget. Most of the ASOCC budget pays for instructionally related programs, co-curricular activities, and vital college services.
The ASOCC money comes from business done by the Associated Students Bookstore, Recyling Center and the College Services Charge, which every student is expected to pay at registration. This money goes to support programs and services such as the tutoring and math center, performing arts, forensics, athletics, and numerous clubs and organizations.
Every spring the student Fiscal Affairs Committee reviews budget requests to establish priorities for financing services to Orange Coast College. The budget is given to the Vice President of Student Services for initial review. Then it is forwarded in May to the SGOCC Student Senate for final approval.
ASOCC Adopted Budget 2008-20089
Projected Income:
- Bookstore: $705,000
- College Service Charge: $774,300
Total: $1,479,300
Program Allocation
Allied Health Pinning Ceremony: $2,500
Alumni and Friends Association: $600
Alumni Wall of Fame: $15,000
Arts Pavilion: $8,470
ASOCC-College Life: $46,750
- Advertising
- Awareness Days
- Bloodmobile
- Club Rush
- ICC Meetings
- Transition Luncheon
- Coast Days
- Evening Activities
- Historian-College Life
- Hospitality-College Life
- Entertainment
- Equipment
- Equipment Repair and Maintenance
ASOCC Emerging Leader H.S. Scholarship: $8,000
ASOCC-Fiscal Affairs (royalties; copier lease: $12,700
ASOCC-Leadership/Governance: $49,500
- Advertising
- Legislative Conferences
- Senate Elections
- Historian-Leadership
- Hospitality-Leadership
- Leadership Library
- Leadership Retreat
- Senate Year End Dinner
- Planning Workshops
- Legislative Committee
- Social Issues Events
- Children’s Center Events
- Summer Leadership Retreat
ASOCC-Office Supplies: $15,000
Athletics: $253,000
Career Library: $6,600
Career Service Advisory Committee: $3,000
Championship and Contingency: $100,163
Cheer & Dance: $10,000
Children’s Center Personnel: $75,778
Coast Report: $4,235
Co-Curricular Enhancement: $10,000
Community Relations: Publications: $7,700
Community Relations: Senior Day BBQ: $5,000
Community Relations: Student Outreach/Senior Day: $8,000
Culinary Arts Team: $3,000
Dance Department & Ensemble: $18,000
Dance Department: Fiesta dia de la Raza: $5000
Dean of Students Discretionary: $2,400
Freshman Experience: $5,240
Goodwill Industries: $5,750
Graduation: $10,000
High School Counselor Breakfast: $3,000
Honors Night: $19,000
Honors Program: $18,700
Hospitality, Trave, and Tourism Programs: $4,000
Job Placement Center-Personnel: $16,800
Kroll Scholarships: $3,350
One Time and Club Start up Funds: $35,000
Orange Coast Review: $3,000
Photo Gallery: $3,500
Photography Dept. Tutor: $8,000
Public Marine Aquarium: $9,620
Puente Project: $15,000
Re-Entry Center: $16,500
Scholarship Office $1,444
Sixty Anniversary Gala Celebration: $25,000
Speech & Debate: $44,000
Student Activities Office-Personnel: $260,900
Study & Personal Development Workshops: $800
TOP: $8,350
Transfer Day: $4,350
Tutoring Center & Math Lab: $200,500
Visual & Performing Arts: $83,500
V.P's Discretionary: $3,600
TOTAL: $1,479,300
Fiscal Affairs Council
Section A: Purpose
The Fiscal Affairs Council shall be a conscious and responsible advisor to the Student Senate on all ASOCC and SGOCC financial matters as well as an ethical and efficient fiduciary of all financial responsibilities the Student Senate delegates to it.
Section B: Composition
- The Fiscal Affairs Council shall be composed of no less than five (5) members of the ASOCC including the Vice President of Fiscal Affairs.
- The members of the Fiscal Affairs Council shall be appointed by the Student Senate.
- The Vice President of Fiscal Affairs shall be appointed by the Fiscal Affairs Council from its own membership.
Section C: Duties
- The Fiscal Affairs Council shall meet at least once a week during the Spring and Fall semesters to address ASOCC financial issues.
- The Fiscal Affairs Council shall account for all ASOCC income, expenditures, and accumulated funds.
- The Fiscal Affairs Council shall propose an annual budget to the Student Senate for the ASOCC and SGOCC in accordance with the following guidelines: It shall hold its meetings before the public, conduct interviews, and review and analyze requests.
- Based on Student Senate priorities, the Fiscal Affairs Council shall recommend prioritized designations of ASOCC funds.
- The Fiscal Affairs Council shall present all decisions it makes before the public at Student Senate meetings.
- All meetings and procedures of the Fiscal Affairs Council shall be held in accordance with the Ralph M. Brown Act.
FAQ’s ABOUT THE ASOCC BUDGET PROCESS
1. Who determines who spends the student budget?
The ASOCC processes are in accordance with California Education Code, section 76060, which states the following:
The governing board of a community college district may authorize the students of a college to organize a student body association. The association shall encourage students to participate in the governance of the college and may conduct any activities, including fundraising activities, as may be approved by the appropriate college officials.
Section 76063(e) addresses student body organization funds:
The funds shall be expended subject to procedures that may be established by the student body organization subject to the approval of each of the following three persons, which shall be obtained each time before any of the funds may be expended: an employee or official of the community college district designated by the governing board, the certificated employee who is the designated adviser of the particular student body organization, and a representative of the particular student body organization.
At Orange Coast College, it is the Student Government of Orange Coast College (SGOCC) Student Senate which was created by the Associated Student of Orange Coast College (ASOCC) that determines who spends the student budget.
2. What is the budget process?
In the Fiscal Affairs wing of SGOCC there is Fiscal Affairs Council chaired by the Vice President of Fiscal Affairs.
The Fiscal Affairs Council is comprised of no less than five OCC students. Applications are open to all OCC students who have paid the College Service Charge, and positions are advertised through flyers in glass-enclosed bulletin boards, on sandwich boards around campus, and advertisement(s) in the Coast Report. Members of the Fiscal Affairs Council are appointed by the sitting Student Senate.
The Fiscal Affairs Councilis a recommending body. They interview all requestors of funding, and bring a recommended budget to the SGOCC Student Senate for consideration. The Budget is first an information item, and then it is an action item the following week. The SGOCC Student Senate approves and adopts to the final budget.
The Fiscal Affairs Council recommends an allocation for funds that are designated for club start-up funds, one-time events and activities (by clubs and departments). This is the body that clubs can come to and request monies for their special events and activities.
3. How is the total student body informed about decisions and is public notice widely distributed so that students can attend the allocation meeting?
The ASOCC Adopted Budget is posted on the ASOCC website.
Notice of meetings are posted on the ASOCC Brown Act bulletin board. The ASOCC Brown Act bulletin is a three-foot by three-foot glass-enclosed bulletin board located at the main entrance of the Student Center. It is accessible twenty-four hours a day, seven days a week, and is updated regularly in order to fulfill Brown Act posting requirements.
The Coast Report receives a copy of the adopted budget.
4. What methods are used to advertise the allocation process and the subsequent decision-making meeting?
Notice of meetings has been through agendas posted on the ASOCC Brown Act bulletin board. Dates of the Fiscal Affairs Council interviews and dates of the SGOCC Student Senate meetings regarding the budget are included on the Request for Funds packet. During interviews, requestors of funds will be notified when and where the final Fiscal Affairs Council meeting is in which they make their budget recommendation.
Future methods of advertising the allocation process and subsequent decision-making meetings may include:
· All-user emails to faculty and staff.
· All-user emails to students.
· Purchase advertisements in the Coast Report.
· Flyers in faculty and staff mailboxes.
· Flyers on bulletin boards.
· Posters on sandwich boards.
· Table-top notices in the Cafeteria.
· Overheads in large lecture halls.
5. Is there any faculty or administrative oversight and what is it?
The President, Vice President of Student Services, and the Dean of Students provide oversight to the ASOCC fiscal processes. The Dean of Students serves as the advisor to the Fiscal Affairs wing of ASOCC. It is the philosophy of the Dean of Students, and of OCC, that this is the students’ process.
When clubs request funds through the Fiscal Affairs Council, faculty and staff advisors provide additional oversight.
The recommended budget, and then the approved budget, are shown to the Vice President of Student Services so that he can be knowledgeable regarding the recommendation and the final budget determination.
6. How are faculty, classified staff and administrators informed about the decisions made and are they invited to observe decision-making?
All those who request funds receive a memo from the Dean of Students after the SGOCC Student Senate approves the final budget, informing them of their allocation.
All agendas are posted on the ASOCC Brown Act bulletin board (Student Center). All Fiscal Affairs Council and SGOCC Student Senate meetings – where the budget is discussed and deliberated – are open. The Request for Funds packet also includes the dates of the SGOCC Student Senate meetings where the budget is presented and approved, and this information includes a reminder that there is an opportunity for public comment.
In the fall semester, the Vice President of Fiscal Affairs (or designee) will present information regarding anticipated revenues, the projected budget dollar amount, and the adopted budget to OCC’s Planning and Budget Committee for informational purposes.
The Coast Report is given a copy of the adopted budget. Copies are distributed to the President, Vice President of Student Services, Vice President of Instruction, and Vice President of Administrative Services. Copies are available to anyone that requests one.
The budget is posted on the ASOCC website.
Future methods of informing faculty, classified staff and administrators about the decisions may include:
· An article in the Coast to Coast e-newsletter.
· Purchase an advertisement in the Coast Report.
· Flyers on bulletin boards.
· Posters on sandwich boards.
· Flyers in faculty and staff mailboxes.
7. Are the ASB's complying with all the legal requirements such as Brown Act and any rules and regulations of the System Office (State Chancellor’s Office)?
All agendas are posted on the ASOCC Brown Act bulletin board, in the timeline required (72 hours minimum before). We are not aware of any rules and regulations from the System Office.
8. Are there any due process remedies for those who feel they were unduly or unjustly treated in the allocation process?
The SGOCC Student Senate meetings are open, and the budget is posted as an information item one meeting, and an action item the following meeting. Also, in the Request for Funds packet there is notice of the dates of the meetings, and a reminder of the opportunity for public comment.