Financial Policies








Section 1. Allocation and Accounts

  • A.ROC is allocated $6.00 per student each semester. This money is allocated as follows: 

    • 1.$3.00 per student will go to the ROC Board, described in subsection B.

    • 2.$1.25 per student will go to the student’s residence hall.

    • 3.$1.50 per student will be placed in the Programming Fund, described in subsection C.

    • 4.$0.25 per student will be placed in a Contingency fund, described in subsection D.

  • B.The ROC Board account will be used in the following ways:

    • 1.$200 will be put into every Hall Fund.

    • 2.$300 will be put into the Awards Fund.

    • 3.Salaries for the VPFA and VPP are to be taken out of the Fund, and given to the Student Government Financial Affairs Office.

    • 4.Requests for funding which is outlined in section 3. 

  • C.The Programming Fund is to be used at the discretion of the Programming Committee, pursuant to the following policies: 

    • 1.The Fund will only be used for Programs that benefit the members of ROC or the ROC constituency.

  • D. The Contingency fund shall be used at the discretion of the ROC Executive Board, pursuant to the following policies:

    • 1.All expenditures are to be approved by the ROC Executive Board before the issuance of a check.

    • 2.Contingency money shall be subject to the same financial policies that all other ROC funds are answerable to.

    • 3.$500.00 must remain in the account as a reserve. This may only be used in an emergency and with an affirmative vote of the General Assembly.

    • 4.All uses of the Contingency must be reported to the General Assembly

  • E. The Awards Fund shall be used for the ROC Awards at the end of the Spring Semester.

  • F. The NACURH Fund (see section 2) shall be used to send representatives to conferences endorsed or sponsored by the National Association of Collage and University Residence Halls. This fund will be used at the discretion, and approval, of both the Advisor and the National Communication Coordinator.

  • G. All employees of Residents on Campus shall follow the Student Government Employment Policies where applicable. Each position will have a Student Government Job Description, approved by the General Assembly of ROC.

Section 2. Semester Rollover

  • A.Residence Halls Funds:

    • 1.At the end of the fall semester, each hall fund shall rollover no more than $600.

    • 2.At the end of the spring semester, each hall fund shall rollover no more then $400.

    • 3.All funds that do not rollover into the following semester shall be added to the NACURH fund.

  • B.Awards Fund:

    • 1.At the end of the fall semester, the fund will rollover into the spring semester.

    • 2.At the end of the spring semester, the fund shall be added to the NACURH fund.

  • C.All other funds will rollover into the next semester.

Section 3. Hall Withdrawals

  • A.The Hall Withdrawal Form shall include the following:

    • 1.Name of HGB

    • 2.Name, phone number, campus address, and email of the HGB member filling out the form.

    • 3.An Itemized list of expenditures and name of vendor(s) the check should be made out to.

    • 4.Signature and date of person(s) receiving and issuing the check.

    • 5.Check number(s).

  • B.Hall withdrawal forms shall only be filled out by an HGB ROC Representative or an HGB Treasurer.

  • C.Hall withdrawal forms must be signed by the HGB advisor.

  • D.Hall withdrawal forms must be completely filled out and accompanied by a receipt or invoice from the vendor(s) from whom the item(s) are to be purchased. 

  • E.If an invoice is submitted, an actual receipt must be brought to the VPFA one week from the date the check is issued. Failure to do so will result in the HGB funds for that hall being frozen.

  • F.During the Month of May, checks will only be issued if a receipt is submitted. Exceptions to this policy can only be made by a majority vote of the ROC Executive Board.

  • G.If a receipt is lost, members of the HGB must fill out a form of fund reinstatement in its entirety. Once the form is turned in to the VPFA, there will be a one-week waiting period before hall funds are unfrozen.

Section 4. Requests for Funding

  • A.Requests for funding will be treated as a resolution for the General Assembly of ROC, to be voted on.

  • B.Request for funding forms will be completely filled out before they will be presented to the General Assembly of ROC. Exceptions to this rule can be made by the VPFA.

  • C.The request for funding form shall include the following:

    • 1.Name of organization.

    • 2.Name, address, phone number, and email of a contact person.

    • 3.Name and location of event to be funded.

    • 4.Itemized list of expenditures.

    • 5.Total amount needed for event and amount being requested from ROC.

    • 6.Funding approved or requested from other organizations.

    • 7.Name of organization(s) or vendor(s) the check should be made out to.

    • 8.Plans for money left over after the event.

    • 9.Signature of contact person and the organization’s advisor.

    • 10.Signature and date of person receiving and issuing the check(s).

    • 11.Check number(s).

  • D.Checks will be made out to vendors or organizations, not to individual people. 

  • E.Checks must be picked up within 3 weeks of approval by the general Assembly. 

    • 1.Checks not picked up will be placed back into the ROC Board Fund.

    • 2.Exceptions to this policy can be approved by the ROC VPFA. 

Section 5. Hall Funds

  • A.HGB Funds shall be distributed by the policies listed in the ROC Constitution, these Financial Policies, and Residents on Campus and Residence Life and Programs Joint Policies on Hall Governing Board Checkbooks.

  • B.Attendance:

    • 1.Any HGB that is absent for three meetings of the ROC General Assembly in a single academic semester without being excused by the ROC Vice President will have their funding frozen for four regularly scheduled ROC meetings with no exceptions.

    • 2.Any HGB that is absent for one meeting of the ROC Presidents Council in a single academic semester without being excused by the ROC President will have their funding frozen for four regularly scheduled ROC meetings with no exceptions.

    • 3.Any HGB that is absent for four meetings of the ROC Programming Committee in a single academic semester without being excused by the ROC Vice President of Programming will have their funding frozen for four regularly scheduled ROC meetings with no exceptions. This includes any programs that the Committee members are putting on.

  • C.Any HGB that is does not turn in an article, approved by a ROC Executive, to the ROC Secretary for the newsletter by the deadline will have their funding frozen until it is handed in. Exceptions to this policy can be made by a majority vote of the Executive Board.

  • D.(Section 3 F) If a receipt is lost, members of the HGB must fill out a form of fund reinstatement in its entirety. Once the form is turned in to the VPFA, there will be a one-week waiting period before hall funds are unfrozen.

  • E.Anytime funds are frozen, the hall must fill out a Fund Reinstatement Form. Funds will remain frozen until both the allotted time has passed and the form is turned in.