ASUO Budget Process Still Leaves Student Organizations Feeling Overwhelmed

The Student Organization Resource Guide is a handbook designed to assist the University of Oregon student organizations. It covers organizational management, financial procedures, event planning, and campus engagement. The guide includes information on writing a business purpose for purchases, different types of funds in a budget (Event, Incidental, General, Non-Event, Unrestricted Donations, Designated Donations), purchasing methods (Purchase Order, Electronic Purchase with ASUO Credit Card, Service Agreement or Purchase Order for Service, Personal Reimbursement), common vendors accepting UO Purchase Orders, the annual budget process, surplus and internal transfer processes, fundraising policies, student organization travel procedures, standards for student organizations, event planning resources, and additional support services. The guide also emphasizes the importance of adhering to university policies, promoting responsible financial practices, and maximizing available resources to enhance the student organization experience. The Guide can be found Here.

Student clubs and organizations at the University of Oregon express frustration and confusion over the ASUO budget process, citing the overwhelming time commitment required to navigate the system. The recently published "Student Organization Resource Guide" outlines the steps for using organizational funds, but many students feel lost in the complexity of the process. As our student government attempts to appear more responsive to the needs and criticisms of its student body, now is the time to push for a more reasonable student organization budget process.

One of the main points of contention is the annual budget process, which involves submitting budget requests, attending budget hearings, and potentially appealing decisions. From early November to February, this process requires a significant time investment from student leaders who are already balancing academic responsibilities and extracurricular activities.

"The amount of time and effort required to participate in the budget process is insane," says a student organization member who wished to remain anonymous. "We're students first and foremost, and juggling all these requirements on top of our coursework is overwhelming."

Furthermore, while detailed in the 65-page resource guide, the fund allocation and expenditure guidelines add another layer of complexity for student organizations. Understanding the distinctions between event funds, incidental funds, general funds, and various types of donations can take time and effort for inexperienced leaders.

"The terminology and rules surrounding fund management are confusing," remarks another student. "It feels like there's a steep learning curve, and mistakes could have serious consequences for our organization."

In addition to budgeting, students need help with the purchasing methods outlined in the guide. While options like purchase orders and personal reimbursements offer flexibility, they also come with their requirements and limitations, adding to the administrative burden on student leaders.

Despite the challenges, student organizations recognize the importance of financial accountability and responsibility. However, they hope for more straightforward guidance and support from ASUO to streamline the process and reduce the burden on student leaders.

"We want to use our funds effectively to benefit our members and the campus community," says another student Org Leader. "But the current process makes it difficult to focus on our mission and goals."

As student organizations navigate the complexities of the ASUO budget process, many hope for reforms prioritizing accessibility, transparency, and efficiency, allowing them to dedicate more time and energy to their core activities and initiatives.

What is needed now is a student organization funding plan that recognizes limited student free time constraints and prioritizes efficiency, transparency, and simplicity. This plan should streamline administrative processes, reducing the time commitment required for budget submissions and financial management. More straightforward and less demanding guidelines, easily accessible to all student leaders, would foster a more intuitive understanding of fund allocation, helping new and long-established organizations make informed decisions without an exhaustive learning curve. Additionally, the plan should minimize bureaucratic hurdles, such as lengthy appeals processes, allowing student leaders to focus on their organizational missions rather than navigating intricate financial procedures. Collaborative workshops and resources to enhance financial literacy are a step towards further empowering student organizations, ensuring they make the most of their limited time and resources; however, those in charge of the reals must still address the demands of the current system on student leaders. Ultimately, an ideal funding plan should align with the understanding that students are primarily learners, requiring a balance between responsible financial stewardship and the pursuit of their academic and personal development.