Middlesex Community College

Students at Middlesex Community College who are enrolled contribute to the Student Activities Fund. This fund finances cultural, social, educational, recreational, and wellness activities within the laws of the Commonwealth of Massachusetts and regulations established by Middlesex Community College. The fiscal year of these funds shall end on the final day of June each year.

The Student Government Association (SGA) will work with the Office of Student Engagement in reviewing budget requests and recommending allocations. OSE staff are available to assist with budget proposals.  

SGA members embrace the principles of honesty, fairness, and integrity. They protect the interests of all MCC students by ensuring that the decisions they make are in the best interests of all parties involved. Members do not make arbitrary judgments. They look at the big picture and make decisions that will benefit the entire college community. SGA derives its authority from the Governor, the Massachusetts Board of Higher Education, and the Middlesex Community College Board of Trustees through the President of the College and Vice President for Academic and Student Affairs. The Student Activities Fund and subsequent allocation by a student board is common practice among American colleges and is established to broaden the base of decision making; preclude the risk of arbitrary judgments; help ensure that the fee distribution will be in the best interest of the students at the college; and promote the welfare of the students as individuals and group members.

Allocations are made as long as funds are available and if the activity conforms to the funding guidelines and the Statement of Rights and Responsibilities. All such requests are subject to approval by the Director of Student Engagement & Retention or their designee.

The mission of the Student Government’s finance allocation process is to foster growth and excellence in the student experience at the college. SGA will fund activities that comply with the following guidelines, irrespective of viewpoint of the organization, and in accordance with the Statement of Rights and Responsibilities found in the current edition of the Student Handbook. SGA will not fund activities that fail to comply with the prescribed guidelines.

The budget request process exists to ensure accountability around the use of funds. The process will also teach budget planning; encourage organizations to plan ahead; provide a platform for organizations to justify their expenses; and encourage a greater diversity of activities funded through a portion of the Student Activities Fund.  

Requests for club and organizational funding can be submitted throughout the year. Funds are distributed at the discretion of SGA until depleted. Requests are reviewed regularly.

1. The budget request is submitted through Engage. Make sure to fill out the Budget Request Form (located in the Forms section on Engage) as thoroughly as possible. OSE can assist with this form.
2. SGA meeting: Talking about the budget request with SGA is a great way for student organizations to show why they need the requested budget. Students will be invited to join an SGA meeting to talk about their request. This is not required and should an organization not wish to attend an SGA meeting, SGA will allocate based on the budget request alone.
3. SGA, with OSE support, will approve some or all of the the club’s budget request.

• Organizations using their budgets responsibly will be favored over organizations that request a budget and do not use allocated funds.
• All forms are submitted by deadlines and in a timely manner.
• Administrative work (weekly reports, event requests, etc.) were completed and received in a timely manner the previous year.
• Innovative programs were offered the previous year.
• Completion of one or more service projects per year.
• Organization involvement with OSE leadership workshops, trainings, etc.

• Student Organizations are encouraged to elect or appoint a Treasurer to manage funds and submit purchase requests.  
• Budgets will be monitored by SGA and Office of Student Engagement, but the responsibility of managing funds and ensuring adequate funds exist before making purchase requests falls to the organization.
• Advisors and organization executive officers may request a copy of their budget from OSE at any time.
• There shall be no personal loans or advances made to anyone from the Student Activities Fund.
• No salaries shall be paid from the Student Activities Fund.
• No scholarship for an individual shall be funded by the Student Activities Fund.
• Student Activities Fund funds shall not be used for monetary donations to charities. 
• Student Organizations are not permitted to maintain checking/savings accounts or any other types of bank accounts.  All funds are to be under direct supervision of SGA and the Office of Student Engagement.
• All money generated through fundraising – either cash or checks – is to be deposited into the organization’s account through the Office of Student Engagement as soon as it is received.   
• All spending must be approved prior to use of funds in accordance with relevant request deadlines.
• Invoices/receipts must be submitted to OSE within 2 business days of purchase, accompanied by a Receipt Processing Form. Failure to submit receipts may result in freezing of funds and/or not processing a reimbursement.