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ASI Executive Senate

The ASI Executive Senate is composed of the leadership of all student-run councils and programs that ASI funds. The purpose of the Executive Senate is to provide a line of communication between the leadership of the ASI and the programs and councils. The Executive Senate should also be a resource for programs and councils, assisting them in their activities, and a means to encourage cooperation and collaboration among the groups.

InterClub Councils (ICC)

There are ten ICCs that work in conjunction with the ASI Executive Senate. These councils help facilitate the allocation of ASI money to clubs and organizations for student conference travel and other programs. Each council has a number of member student programs and clubs under it's supervision.

Which organization are you interested in?

Association for Inter-Cultural Awareness
Arts InterClub Council
Business InterClub Council
Education InterClub Council
Engineering and Computer Science InterClub Council
Health & Human Development InterClub Council
Humanities and Social Sciences InterClub Council
Natural Sciences and Mathematics InterClub Council
SOAR/Communications InterClub Council
Sports Club InterClub Council

Funded Councils

There are eight funded councils that work in conjunction with the ASI Executive Senate. These councils and programs receive funding from the ASI to provide programs and events for the students of Cal State Fullerton. Many of these have a number of member student programs and clubs under their supervision.

Which organization are you interested in?

ASI Productions
Council of Honors Societies
Interfraternity Council
Mesa Cooperativa
Multicultural Greek Council
National Pan-Hellenic Council
Panhellenic
Resident Student Association

Essential Information and Forms

Requesting Funding

If your organization is planning an event or program or plans to attend a conference and would like to request funding, you will need to submit an Allocation Request Form. This form is what sets your request for funding in motion. You need to fill out the form with all of the information related to your event or program and submit the form to the financial officer of the ICC. This form will need to be accompanied with supporting documentation such as a proposal for the event or program and a budget of expected costs or information about the conference you are attending.

Tracking Funding

Once your organization receives an allocation for funding, an Allocation Dispersal Form is used to track the funding for your program, event, or travel. This form is filled out by the financial officer, with your help and is updated as planning for your event or program progresses or upon return from travel to a conference. This form ensures that the Vice Chair processes a check request to either pay for the event or reimburse personal expenditures.

Tracking Allocations

The financial officer records the allocations in an Allocation List. The list is maintained by the financial officer as a means of keeping track of allocations, as well as to provide the funding body's members with up-to-date information on allocations.

Requesting Checks for Payment or Reimbursement

Once you have returned from traveling to a conference or your event has happened, the financial officer will process an ASI Check Request. This form is submitted with all necessary documentation, such as original receipts or boarding passes, to the ASI Accounting office. The ASI Accounting office will then produce a check to either pay for or reimburse for the expenses of your travel or event.

Do you need approval of your off campus location?

The ASI Board of Directors encourages organizations to hold on campus events that are meant to enrich the student body's campus life. It is understandable however, that some events cannot be adequately supported by the facilities available on campus or that some events are not intended to be open to the general student body. In situations such as this, an ASI Off Campus Approval is necessary. This form will help the ASI FInance Committee and the ASI Board of Directors understand your request to hold your event off campus. After completing this form, contact the ASI Vice President of Finance.

Will you be traveling to a conference or event using a personal or rental vehicle?

If you are traveling and plan to use either your own vehicle or plan to rent a vehicle for the purposes of your travel, you must complete an Authorization to Use Privately-Owned/Rental Vehicle form. This form supplies the ASI with your current license and insurance information.

Want to contract a performer or lecturer that is funded by ASI?

If you are planning an event that entails a guest lecturer or performer, a Standard Agreement is necessary. This form is the contract between the ASI and the individual or group providing the lecture, performance, or service that outlines the details of the contractor's responsibilities and that conforms the honorarium or service fee that ASI will provide. The form must be accompanied with a w-9 form that provides the tax information for the individual or group that is providing the lecture, performance, or service.

Will you be requesting funding to attend a conference?

When traveling on ASI Fees, it is necessary to recognize that you represent not only yourself, but also your organization, your funding council, the Associated Students, Inc., and the University.  A Delegate Contract is required to be turned in to the ICC Advisor or the Office of Program Support prior to travel.  This form provides all the details of the travel itinerary and the stipulations for behavior while traveling. 

Will you be requesting more than $500 for travel?

The ASI Executive Senate and Board of Directors requires that for travel requests greater than $500, the individual show a personal contribution of at least 25% of the total cost of travel.  Upon return, you will need to submit all original receipts, boarding passes, baggage claim tickets, etc. and a Travel Expense Report to the Financial Officer.  This form will calculate the maximum allowable amount for reimbursement.

Other Links and Information

Budget
Budget Development Timeline
Apply for ASI Student Research Grants
Download ASI Logo  [ How to Download Logo ]
Financial Handbook
Office of Program Support
Executive Senate Budget Report Form
[Form Instructions]
Executive Senate Program Inventory
Executive Senate Program Inventory - Part II
Executive Senate Program Inventory - Part III
Executive Senate Pre-Assessment
Executive Senate Evaluation of Program

Executive Senate Program Evaluations can now be done online:
Executive Senate Program Evaluation Survey

Executive Senate Meetings 2009-2010