Mid-Year Report Process

The Mid-Year Report process occurs annually. Please find the timeline for the 2018-19 process below.

Thursday, November 1, 2018 Mid-Year Report form opens. Please find the submission form here.
Monday, November 12 & Wednesday, November 14, 2018 @ noon in Chase Hall 119 Mid-Year Report workshops – bring your materials and do your Mid-Year Report alongside Nick and Jen! Lunch provided! RSVP here.
Monday, December 3, 2018 @ 11:59pm Mid-Year Report DUE for all clubs. Clubs that do not submit a Mid-Year Report will have their account frozen.
Week of January 13, 2019 Budget hearings take place with the BCSG Budgets & Clubs Board (BCB) for those clubs that have been identified for a mid-year withdrawal
Week of January 20, 2019 Mid-Year Report decisions are communicated to club presidents and treasurers

 The following information is taken from the BCB Constitution:

  1. The Mid-Year Report will consist of the following elements:
    1. A complete roster of active members. Active membership is defined as continual participation in club meetings, events, programs, and other activities, and should be determined as participation in at least 51% of the club’s activities.
    2. If club leadership changes per semester, the position-holders of President, Vice President, Treasurer, and Community Liaison for the winter semester.
      1. Proxies for these position-holders may be accepted, if the club constitution stipulates that selection of these individuals does not occur until after the report is due.
    3. Use of current allocation from the beginning of the fiscal year to the time of report submission.
    4. Anticipated spending from the time of submission to the end of the fiscal year.
    5. Other items as deemed necessary for proper decision-making.
  2. The Mid-Year Report opens on November 1. It is due the first Monday in December at 11:59pm.
  3. After Mid-Year Reports have been received, BCB will review each individually.
    1. On or about the first Monday in January, the Office of Campus Life shares the fall semester’s account data for each club with BCB.
    2. BCB verifies that the account data correlates with the data each club submitted via the Mid-Year Report.
    3. BCB, under the advisement of Campus Life, and referring to the Checklist for Club Allocations, makes a funding decision for each club out of one of three options:
      1. No change: the club account is left as-is.
      2. Mid-year allocation: based on anticipated winter semester expenses, BCB allocates funds to a club’s account.
        1. Clubs less than 1.5 years old may receive maximum mid-year allocation of $250.
      3. Mid-year withdrawal: based on account activity, or lack thereof, in the fall semester, BCB transfers funds from a club’s account to post-allocation funding.
        1. The conditions to justify a mid-year withdrawal are limited to:
          1. Post-allocation funding from BCB that was not fully spent. Only funds leftover will be transferred back.
          2. Funds that were initially allocated for a specific purpose in the fall semester remaining unspent.
          3. Clear inability or disinterest in spending funds for a specific purpose in the winter semester or Short Term.
        2. Clubs identified for a mid-year withdrawal will attend a budget hearing.
    4. BCB finalizes funding recommendations based on submitted materials and data provided by Campus Life. They submit these recommendations to Campus Life for advisement and review by the second Friday in January.
  4. Budget Hearings
    1. Budget hearings take place in the third week of January, for clubs identified for mid-year withdrawal.
    2. BCB reviews with club leaders their expenditures for the fall semester, their anticipated expenditures for the winter semester and Short Term, and the club’s initial allocation for the current academic year.
    3. A minimum of two BCB members should be present at each budget hearing, preferably both having had a role in determining the withdrawal.
    4. The hearing should function as a conversation between BCB and club leaders about the withdrawal. BCB members present should document the conversation and share notes with the Chair of BCB and Director of Campus Life.
    5. If it arises during the conversation that the club has intent to spend the funds currently in its account in a way that observes Section 4 of this document, the BCB members holding the hearing may recommend that the withdrawal be canceled.
    6. If a club misses their hearing BCB may proceed with withdrawing funds.
  5. Mid-Year Report decisions are sent to the President and Treasurer of each club in the 3rd week of the winter semester.
  6. Clubs that have not submitted a Mid-Year Report, or have no recorded transactions in their account for an entire academic year, may be deemed inactive by BCB and Campus Life.
    1. A club deemed inactive has all funds currently in its account transferred to additional club funding and its account closed.
    2. A club deemed inactive may re-apply for club status during the following fiscal year via the New Student Club Application.